The Secretary assists in the management of the Surgery/Specialty Care Service Line (SSCSL) by performing secretarial, administrative and clerical duties requiring a good working knowledge of the organization and programs within the SSCSL. The Secretary serves as Secretary to the Director, Surgical/Specialty Care Service Line, and provides administrative support to the Director, Administrative Officer, and Program Analyst of the Surgical/Specialty Care Service Line.

Duties

Receives incoming telephone calls from internal and external customers. Composes correspondence to routine and non-technical requests for information. Maintains, updates, and coordinates the appointment calendars for the Director. Records meetings conducted by the Director. Schedules meetings as directed and requested. Acts as the Conference Room scheduler for surgical conference room. Makes travel arrangements for the Director, Administrative Officer and other Surgery/Specialty Care Service Line (SSCSL) supervisors to attend training and conferences including travel and hotel reservations, and submits information to the Travel Clerk for voucher preparation. Serves as timekeeper for providers in the SSCSL and will be a backup for other timekeepers in the Medical Center, as needed Assists the Director, Administrative Officer and other key staff by gathering data and information to respond to inquiries; takes and transcribes recorded notes by the Surgery staff members; prepares and screens correspondence for completeness, grammatical correctness, accuracy and procedural standards; notifies appropriate staff of need for information and follows up to ensure timely submissions; runs weekly, monthly, and yearly reports. Performs as purchase card holder, responsible for entering 2237s/1358s and managing fund control points for the SSCSL; works with budget officers and accountants from Finance to accomplish all financial tasks. Orders supplies, equipment, furniture, and forms, as needed. Acts as the Records Liaison Officer for the SSCSL; establishes and maintains necessary records as prescribed by the Records Control Schedule; revises files to meet current needs and demands. Acts as the secondary TMS (Talent Management System) manager to ensure that all providers complete mandatory training each year. Provides assistance to staff in managing TMS accounts by activating and resetting passwords. Operates multiple computers programs such as excel, outlook, power point and others as needed; uses a variety of computer equipment, both hardware and software; accesses VistA and CPRS for various duties to obtain information. Work Schedule: Monday - Friday / Admin Tour Available; 7:00am - 3:30pm, 7:30am - 4:00pm, 8:00am - 4:30pm Telework: Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD502250 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Bargaining Unit Status: Yes, AFGE/1272. The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/14/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: receiving visitors and telephone calls to the office; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and maintaining files, using a computer to perform a variety of support tasks. You will be rated on the following Competencies for this position: CommunicationInterpersonal EffectivenessOrganizational StewardshipTeamworkTechnology Application Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Work Environment: Work is performed in an office setting. The work requires the use of safe work practices with office equipment, avoidance of trips and falls, and observance of fire regulations. The work area is adequately lighted, heated, and ventilated. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Iowa City VA Health Care System 601 Highway 6 West Iowa City, IA 52246 US
• Name: Ebony Marrero
• Phone: (973) 676-1000 X214733
• Email: [email protected]