The Secretary is located under the Mental Health and Behavioral Sciences Service (MH&BSS) and is responsible to the Associate Chief of Staff (ACOS), MH&BSS, and the MH&BSS Administrative Section Chief at the James A Haley Veterans Hospital in Tampa, FL.

Duties

Major duties include, but are not limited to: Participating actively in gathering information for various administrative reports and in resolving problems associated with the clerical work of the office. Performing various clerical support and typing duties for the Associate Chief of Staff (ACOS), as well as other staff of the Mental Health & Behavioral Sciences Service. Screening/ receiving visitors/ phone calls to the ACOS office, Section Chiefs, Program Managers, and the administrative offices. Responding to inquiries and administrative problems brought to the ACOS office by members of the staff, officials of agency's central office, State and local governments, other hospitals and organizations, other Federal agencies, and congressional staff. Exercising exclusive control over the ACOS daily appointments with complete authority for commitments of time. Arranging conferences and meetings without specific prior approval based on the knowledge of the ACOS schedule. Arranging for conferences for the ACOS, and at the request of Veterans Integrated Service Network (VISN) or VA Central Office (VACO) officials, for meetings to be held locally. This includes preparing an agenda, notifying participants, and arranging luncheons and similar matters. Developing background information, composing drafts of introduction and talks to be presented at various meetings by the ACOS. Handling sensitive medical information concerning veterans and employees in carrying out assigned duties. Independently assembling, preparing, and transmitting agenda for all monthly meetings of the Clinical Executive Board and Council of Chiefs. Using word processing equipment in typing a variety of correspondence emanating out of MH&BSS and Administrative Assistant to the ACOS. Hardware consists of a personal computer with software packages, which include Word, PowerPoint, and Excel, with new packages added as required. Maintaining timecards for all MH&BSS Supervisors and Administrative support. Must be knowledgeable of current timekeeping rules and regulations of full-time and part-time physicians and possess the ability to advise other clinical timekeepers of these rules and regulations. Preparing and maintaining schedules of a rotational nature for equitable physician responsibilities in the area of On-call schedules, Back-up triage messaging coverage, and for Bi­weekly case conferences. Screening requests from patients for review of their treatment by the Chief attempting to resolve the problem and referring to the Administrative Section Chief and or appropriate Clinical Section Chief when necessary. Exhibiting sound judgment in dealing with the various crisis calls from both psychiatric patients and their families which come through the Office of the Chief. Receiving all correspondence for the Associate Chief of Staff office; replies to mail not requiring the ACOS attention; routes matters requiring action by hospital service chiefs; and follows up to ensure that actions are completed. Making arrangements for travel and lodgings for the ACOS including scheduling of visits, hotel reservations, airline reservations, etc. Reading all incoming correspondence, to determine any proper action, many times preparing answers before referring to the ACOS. Responsible for contacting and making all arrangements necessary with the National Clozapine Coordinating Center once a patient has been approved by the Clozapine Committee to receive this controlled medication. Assisting in preparation of requests for new grants and annual reporting on existing grants by gathering information concerning supplies, equipment, personnel, publications, etc. Having communications skills required to deal with members of National Media Groups such as CNN, New York Times, Wall Street Journal, in serving as the "frontline" for calls to the ACOS, Mental Health & Behavioral Science Services. Work Schedule: Monday-Friday; 8:00 a.m. - 4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD013110 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, 09/18/2024. 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-06 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 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: Coordinating activities with other administrative support staff and departments. Maintaining an automated system of program-specific data to track dates on project milestones, progress reports, funding accomplishments, compliance strategies, etc. Typing a variety of documents into final form, ensuring correct grammar, spelling, punctuation, format, and style. Performing timekeeping operations. Completing data related tasks such as entering, gathering, pulling, tracking, and summarizing program statistics and other data. Entering and tracking non-equipment IT service requests. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsComputer SkillsCustomer Service (Clerical/Technical)Stamina 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 incumbent's work requires some walking, standing, bending, and carrying light items such as books and papers. Work is of a sedentary nature with possible prolonged in one position using the Personal Computer. Occasionally employee is required to hand carry light items to other areas within the hospital or lift boxes of retention files weighing 10 to 20 pounds. Some bending, walking, and standing may 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

There is no educational substitution at this grade level.

Contacts

• Address James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Sarah Brown
• Phone: 407-631-8455
• Email: [email protected]