This Secretary position is located at the Carl T. Hayden VA Healthcare System. The primary purpose of this position is to provide clerical and administrative support to the Social Work Service in a large, 1A facility. This position is in the Office of the Chief of Social Work, Carl T. Hayden VA Health Care System in Phoenix, AZ.

Duties

Duties include, but are not limited to: Control the Chief of Social Work's schedule, establishing priorities, sets-up, reschedules or refuses appointments, accepts, or declines invitations to meetings, arranges representation by a subordinate official when that is desirable Make commitments to attend meetings without prior approval based on personal knowledge of the Chief of Social Work's workload and current issues of importance Remind Chief of Social Work and/or Assistant Chief of Social Work of pending appointments, meetings, and other commitments Advise individuals concerned when appointments must be rescheduled and arranges mutually convenient times for new appointments Assist the Chief of Social Work and/or Assistant Chief of Social Work in his/her responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules with staff at the medical center, meeting location arrangements, preparing agenda, minutes and distributing necessary information needed for meetings Receive visitors and telephone calls to the Chief of Social Work and Social Work Services, determines nature of call or visit Determine if visit or call requires the attention of the Chief of Social Work and/or Assistant Chief of Social Work or other personnel or should be referred to a more appropriate staff member or department Provide outlier agencies and Veterans in assisting with care management referring to appropriate care provider Provide courteous assistance to visiting dignitaries, OIG, and Joint Commission audit teams, etc., coordinating site visits, arranging for office space, material, and accommodations when necessary Independently schedules official committee and board meetings, including making reservations for meeting rooms and notifying all participants Prepare and dispatch agenda preceding meeting date and subsequently makes timely distribution of approved minutes to all attendees and other concerned offices Will timely complete monthly payment(s) in the Invoice payment Processing System (IPPS) FMS Ensure IPPS contract payments are correct invoice monetary value equals with proper funding and timely submitted Verify with the Administrative Officer (AO) for payment approval. Identifies any IPPS concerns to the AO as need Provide secondary coverage in IPPS on Grant Per Diem and HCHV contract payments, and other needs as assigned Functions as primary performance appraisal Service Line Representative (SLR) Coordinates 200+ final/sign appraisal submission Reviews initial performance plans, end-of-year appraisals and performance awards for technical errors, current information, and correct submission to Human Resources (HR) in a timely and accurate for HR eOPF upload Ensure all personnel folders (hard copies) are completed based on position(s) having job description, functional statement or OF-8, SOP, copy of licensure, current Basic Life Support certificate, initial competency assessment, service - level & position - specific orientation documentation, current performance plan, evaluation proficiency to include to additional 2 years of performance appraisals completed, direct/non-direct patient care identifiers, position specific competency and current two years of TMS recorded training Perform timekeeping for two (2) Time and Attendance (T & L) control points. Functions as secondary Timekeeper as needed In charge of two (2) purchase cards for three (3) fund control points having an over $400K value ensuring all purchases meet Acquisition, Accounting, Purchase Mandate requirements Attend and records official minutes for meetings and committees as assigned by the Chief of Social Work Services Maintain, coordinate, and review all controlled action item responses/correspondence during the Administrative Officers absence Critically reviews all outgoing correspondence prepared by the Chief and Assistant Chief of Social Work Services as requested to ensure conformance with regulations, grammar, format, typographical accuracy, assembly, line, and staff co-ordinations, and other PHVAHCS procedural requirements Make necessary arrangements for travel, arranging schedules of Chief and Assistant Chiefs travel, airline, and hotel reservations - generally structuring the itineraries to be cost and time beneficial to both the traveler and the government Prepare and types a variety of travel authorization and voucher forms Manage full access to Shared Folder and File Exchange (SFFX) Preferred Experience: Ability to type at least 50 words per minute is highly desirable. Work Schedule: Monday - Friday 8:00am - 4:30pm Telework: May be available 1 or 2 days per week. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD13399O 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, 10/02/2024. 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 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-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: Receiving visitors and telephone calls; Managing calendars and schedules; making commitments for management to attend meetings; tracking pending appointments, meetings and other commitments for management; using various software to compose electronic correspondence, reports, and memoranda such as Microsoft Word, Excel, PowerPoint, Outlook etc.; and serving as an office manager, providing accurate, timely advice on procedures, report requirements, and other matters necessary. You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer ServiceFinancial 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 sedentary. Typically, the employee may sit comfortably to do work; however, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, and occasionally assisting handicapped individuals. 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 Carl T Hayden Veterans' Administration Medical Center 650 East Indian School Road Phoenix, AZ 85012 US
• Name: Kyle Parker
• Phone: (480)246-0591
• Email: [email protected]