This is a developmental position in which the incumbent will gain experience and develop his/her knowledge, skills, and abilities in the Office of the Chief Medical Officer, Secretary profession. This will be accomplished through the incumbent's completion of entry level and more complex assignments, training, and by having an increased level of authority and responsibility. The full performance level of this position is GS-9.

Duties

The incumbent serves as secretary and office manager for the office of the Chief of Staff(COS) of this highly affiliated tertiary referral medical and surgical facility. Duties include, but may not be limited to the following: Maintains contact with the staff supervised by the Chief of Staff and ensures they are aware of all the educational and time and attendance requirements. Oversees the Controlled-Substance Inspection Program ensuring new inspectors are appointed daily. Incumbent is responsible for arranging training for all new Drug Inspectors and uses his/her knowledge of the program to decide when a current Drug Inspector requires additional training. Prepares monthly and quarterly summary reports of findings inspection findings and other details without supervisory oversight. In the absence of the Secretary to the Chief of Staff, incumbent serves in that position and assumes all duties. The incumbent is responsible for protecting unauthorized deletion and following applicable regulations and instructions regarding access to computerized files, release of access codes, etc. as set out in the medical center's ADP agreement which the employee signs. Screens correspondence prepared for COS's signature for grammar, procedural accuracy, completeness and general policy information, and returns to originating service line/ service for action, if necessary. Screens all publications, directives, and periodicals and brings those of significance to the COS's attention. Recommends to the COS revisions or establishment of administrative issues and policies when required. Maintains file of vital correspondence and events occurring during the absence of the COS, briefing him/her on the most urgent matters immediately upon his/her return. Generates correspondence for signature of COS. Performs other related duties as assigned. Work Schedule: Monday-Friday 7:30AM-4PM Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD105040 Relocation/Recruitment Incentives: Not Authorized 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,08/26/2024 . 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-8 position you must have served 52 weeks at the GS-7. 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. For a GS-9 position you must have served 52 weeks at the GS-8. 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. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the GS-08 occupation in the organization. Examples of specialized experience would typically include, but are not limited to: clerical duties such as typing, taking and transcribing dictated material; preparing files, materials, etc.; determining priorities for both personnel and meetings; making travel arrangements; utilize ADP systems for a variety of purposes, such as word processing, HTML pages, graphics, data spreadsheets e-mail exchange DHCP and CPRS; collecting information for VISN reports and validates totals and submits to VISN and other offices. For the GS-09 position, You must have one year of specialized experience equivalent to at least the next lower grade GS-08. Examples of specialized experience would typically include, but are not limited to: clerical duties such as typing and performing miscellaneous clerical duties; reviewing and coordinating e-mail for action items and/or response due; assigning action items and maintaining a suspense log, coordinating the calendar for meetings and conference calls; planning and completes arrangements conferences and meetings; assembling necessary materials and briefs for the Chief of Staff on all aspects; preparing minutes of meetings when necessary. Preferred Experience-1 year secretarial experience. Proficiency Requirements. In addition to meeting experience or education requirements, applicants must be able to type 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management or self-certification. You must submit this certification with your application documents. Note: A transcript is not a substitute for a typing certificate for self-certification. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceOrganizational StewardshipSelf 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. 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 primarily sedentary but will involve periods of walking throughout the facility to interface with other services, bending, stooping, lifting, and carrying. Reasonable accommodation may be considered in determining an applicant's ability to perform the duties/functions of the position. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Columbia VA Health Care System 6439 Garners Ferry Road Columbia, SC 29209 US
• Name: Chaka Davis
• Phone: 470-363-3448
• Email: [email protected]