The secretary serves as a main administrative and management support to the Chief, Audiology & Speech Pathology Service (ASPS) at the VA Caribbean Healthcare System in San Juan, Puerto Rico. The selectee will provide oversight and clerical, administrative and management support to the main clinic in San Juan and to the staff in MOPC and POPC Satellite clinics to maintain and assure that efficient patient care is provided.

Duties

Include, but are not limited to: Provide important level analytical support on administrative as well as managerial functions and applies specialized principles of management in directing, supporting the planning, execution, and administration of the ASPS service. Receive all visitors seeking to speak with the Chief and places calls, takes and relies messages. Serve as full assistant to the Chief of the Service. Keep the calendars, schedule appointments and meetings. File and maintains documents in the office filing system. Is the Talent Management System (TMS) Administrator assigned to the Audiology and Speech Pathology Service. Transcribe from dictating machine or from stenographic notes and types from drafts. Provide administrative and clerical support and coverage. Prepare yearly reports of Budget spend and total of hearing aids issued yearly, and collect information and data needed to prepare graphs and annual reports. Request work order when the need arises. Establish, conduct and/or coordinate training. Maintain familiarity with PC's and software such as Microsoft Windows, and applications (e.g.,) word processing, spreadsheet, database management, mail, and internet. Enter time and attendance of Title 5 and Hybrid Title 38 full time employees. and part time Hybrid Title 38 employees. Type and file performance standards/appraisals and competence assessments of employees in order and forward to Human Resources. Procure and maintain an adequate amount of office supplies and VA Forms for the Service's use. Work Schedule: 7:30 - 4:00pm Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD114800 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, 08/07/2024. 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-05 position you must have served 52 weeks at the GS-05. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Conduct a wide range of qualitative/quantitative and analytical evaluation methodology for administrative functions to run the clinic in an efficient an organized manner; Assign computer work according to training, accepted practice, directives, and instructions; Interpret VHA manuals, policies, directives, regulations, accrediting body standards and administrative polices to apply to the mission, vision, values, program goals and to the integration of Audiology & Speech Pathology Program; Analyze information, identify issues of effectiveness, efficiency, and productivity to make decisions and or recommendations to solve concerns; Perform procedures and managerial tasks, taking and transcribing complex medical dictation; Preparing accurate materials, then routing and disseminating information; Receive telephone calls and visitors from VA employees; Maintain calendar of events, reminding the chief of appointments; Required knowledge of clerical and administrative procedures and requirements; various office skills; good knowledge of clinical and medical terminology; Make all necessary arrangements for travel, and arranging schedule of visits; Prepare annual and sick leave requests; monitor the use of supplies, equipment, or services for the office; Ensure that routing and control of sensitive documents are handled correctly; Determine priorities in resolving administrative matters. . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above High School. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond four years of High School. You will be rated on the following Competencies for this position: Analytical ReasoningDecisivenessInterpersonal SkillsWriting 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: Most of the work is principally in the ASPS clinic, but due to the physical location of the Audiology clinic, selectee will be required to walk as needed to the main administrative building and South bed Tower inpatient buildings and throughout the clinic. Bending and carrying light items such as books and papers, and filing will be required. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Ashley Smith
• Phone: 8504496709
• Email: [email protected]