The primary duties of the position are to assist the Chief of Primary Care, Assistant Chief and the Administrative Officer of Primary Care Service line and the staff by performing general office work auxiliary to the work of the Service Line.

Duties

Major duties include but not limited to: Clerical Prepares a wide variety of recurring and some non-recurring correspondence, reports, and other documents and reviews and finalizes correspondence or documents prepared by others in handwritten and electronic drafts. Compose routine non-technical correspondence such as instruction on office procedures, requests for information, and letters of acknowledgement or notification. Plan and arrange the maintenance and preparation of information needed for budget service reports. Consolidates and finalizes information for various reports in accordance with established reporting procedures. Gathers and summarizes information from a variety of files and documents for supervisor's use in responding to inquiries, correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy and factual correctness. Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper format, contains correct grammar, and if applicable, that PCSL staff coordination has been completed. Returns inadequate transmissions to the sender; attaches previous correspondence and background information to incoming correspondence; selects material that requires the attention of superiors; determines the appropriate staff activity for action; forwards correspondence; uses tracking system; follows up to assure action is taken; enforces rigid timelines; and assures receipt of pertinent information. Independently plans and performs office automation duties requiring different approaches and methods from one assignment or another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information and track the status of a number of projects assigned to the service and/ or organization. Develops methods and procedures for office automation tasks and identifies and solves problems in existing methods or procedures. Maintaining Appointments, Calendars and Schedules Maintains supervisor's calendar, coordinates meeting arrangements and schedules meetings and/or conferences. Schedules appointments and meeting with prior approval for the Chief of Primary Care, Assistant Chief, and Administrative Officer of PCSL. Based on information provided by supervisor concerning the purpose of meeting and people to attend, makes necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided. Informs supervisor of conflicts, reschedules appointments when it is clear that the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary, and makes calendar available to supervisor and others to minimize conflicts in scheduling. Arranges for meeting space, speak.er, and support arrangements for conferences and staff meetings and maintains a calendar of PCSL future events for up to the next 12 months, on monthly, bimonthly, and weekly basis. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings. Public Contact Work Receives telephone calls and greets visitors. Uses judgment and initiative to screen or refer as appropriate. Screens callers and visitors by ascertaining name, affiliation, and purpose of call or visit, and based upon subject matter, determines whether matter should be referred to supervisor or other appropriate staff members, or whether information can be supplied personally. Obtains needed background information before referring calls to supervisor, and uses independent judgment in referring, initiating, or disposing of inquiries and requests. Arranges for personnel interviews and receives applicants reporting for interviews. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Office Supplies and Equipment Provides general office supply and equipment support services such as procuring or justifying the full range of office services; obtaining and monitoring the use of services, supplies, or equipment for the office. Ascertains the needs of all PCSL sections and coordinates and consolidates the purchase of equipment and services to meet the organizations' needs. Perform other directly related duties as assigned. Work Schedule: 0730-1600, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD028620 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/01/2024. 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: assisting with coordinating and monitoring the functions of administrative services within an office; etc. preparing letters, reports and presentations and retaining procurement records and reconciliations Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience requirement described above, you must be able to type at least 40 words per minute You will be rated on the following Competencies for this position: Attention to DetailClericalComputer SkillsCustomer Service (Clerical/Technical)Interpersonal SkillsSelf-ManagementWriting 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: The work is basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Hampton VA Medical Center 100 Emancipation Drive Hampton, VA 23667 US
• Name: Rodney Smith
• Phone: 4042421623
• Email: [email protected]