The incumbent serves as secretary at the Robley Rex VA Medical Center, Louisville KY, Ambulatory Care Service. The primary purpose of this position is to serve as the principal office assistant, performing administrative and clerical duties in support of the work of a large, complex medical organization.

Duties

Duties includes but is not limited to the following: Major Duties and Responsibilities: Prepares a wide variety of recurring and some nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence or documents prepared by others in handwritten or electronic drafts. Composes routine nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification. Plans and arranges 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, recognizing which information is or is not relevant to the issue at hand. Proofreads and edits 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. Returns incorrect material prepared by others with revisions marked. May sign routine correspondence of a nontechnical nature in the supervisor's name or own name as the principal assistant to the supervisor. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations or offices, or handled personally. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Advises the writer of any deviations or inadequacies. Ensures coordination procedures are followed Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of organization. When unable to locate information or cannot answer question, refers caller/visitor to a staff member. Provides follow-up on requests for information. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary. 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. Independently notes and follows-up on commitments made at meetings and conferences by staff members. Takes minutes of staff meetings and compiles them into final form. Performs other clerical and administrative work in support of the office. Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Provides advice and guidance on clerical and procedural requirements and instructions to other clerical personnel and staff members and coordinates the work with subordinate offices in the HAS organization. Reviews and updates office procedures to ensure effective and efficient operations regarding clerical, procedural, and administrative work. Establishes, maintains, purges, and disposes of office records or files in accordance with regulations and procedures. Makes travel arrangements, such as scheduling transportation, making reservations, and preparing travel orders and vouchers, based on general travel intentions, known preferences of traveler, and in accordance with appropriate travel regulations. Performs other directly related duties as required. Work Schedule: Monday-Friday 0800-1630 Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/40297-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

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-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. 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: performing clerical/administrative duties in an office environment; answering and directing phone calls; receiving visitors; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments. At this grade level, applicants should have good verbal and written communication skills and the ability to perform assignments independently with minimal oversight. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceManages and Organizes Information 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 sedentary. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers and 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.

Contacts

• Address Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Israel Washington
• Phone: (561) 817-0957
• Email: [email protected]