The Secretary provides overall administrative and secretarial support for the Associate Chief Nurse, Associate Chief of Staff, Nurse Managers, Service Chiefs, Medicine Supervisor, Administrative Officer, and Medicine Services which includes Primary Care Services and Specialty Care Services.

Duties

Duties include but not limited to the following: Initiates Just in Time (JIT) and Electronic Permission Access System (ePAS). Serves as Specialty Care Personal Identification and Verification (PIV) Sponsor, Records Liaison, Purchase Card Holder, and Service Line Timekeeper. Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides public contact support services (general and specialized) to include answering telephones, referring visitors, and providing information about the agency. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Edits letters, composes letters, records, and transcribes committee minutes, prepares reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, develops standard or form letters and replies to inquiries. Develops background information and prepares outlines for supervisor's public speaking engagements, papers, and correspondence/ reports. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Schedules appointments, coordinates meetings, and/or schedules conferences for Service Line Management Team. Schedules all interviews for candidates to positions within Specialty Care Service. Provides research and background information on the subject matter of meetings without direction. Attends meetings and follows up on action items with appropriate staff members independently. Conducts research of files and assembles background information about incoming material prior to referral. Acts as the Service Records Control Liaison and is responsible for maintaining office and administrative files in accordance with the established VA system of records control directive (RCS 10-1). Prepares medical center policies and history files in accordance with agency directives and policies. Prepares correspondence in accordance with established facility requirements, and aids other staff within Specialty care (both clerical and professional) regarding correct format, etc. Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance to include maintaining calendars and recording appointments or arranging for meetings and small conference administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Serves as the senior timekeeper for the respective Service Line Management Team and as a backup timekeeper for other Service Lines. Prepares and maintains appropriate forms for human resources actions to include preparing HR forms and SF 52's for separation, recruitments, change in pay status, change in name, etc. Serves as subject matter expert in the workflow of HR Smart to ensures all approvals are signed and tracked accurately and timely. Tracks recruitments and announcements for the Service Line. Independently assists in preparing Move and Space Plans. Independently prepares regular and intermittent reports for including but not limited to: MSDS certification, Functional Categories, Quarterly Menu Reviews, and time and leave surveys. Obtains and monitors use of services, supplies, or equipment for the office. Independently submits electronic requests for IT service and access to menus and software applications for management and employees. Performs other related duties as assigned. Work Schedule: 8:00am - 4:30pm - Monday - Friday; subject to change depending on the needs of the agency. Telework: Ad hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD000000

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/12/2024. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing clerical/administrative duties in an office environment; receiving and referring phone calls scheduling calls; scheduling appointments; coordinating meetings; preparing correspondence, reports, memoranda, and other forms of written communication; utilizing office automation software and maintaining files. NOTE: 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. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceManages and Organizes InformationOrganizational StewardshipPlanning and EvaluatingSelf Management 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. Physical Requirements: The work is 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

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 Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa, AL 35404 US
• Name: Deborah Niebauer
• Phone: 228-523-5000 X40010
• Email: [email protected]