The incumbent functions as the Secretary for the Associate Director for Patient Care Services (ADPCS). Under the direction and supervision of the ADPCS, the incumbent is responsible for and controls all administrative and operational duties requisite for the effective execution and operation of the ADPCS Office at NWIHCS.

Duties

Responsibilities include, but are not limited to: Screens calls and visitors to the office, referring to staff members as appropriate and forwarding to the ADPCS only those calls or visitors requiring their attention. Takes messages for supervisors in their absence or directs callers concerned with urgent matters to the most appropriate staff member of the organization. Initiates calls or contacts as directed by supervisor to obtain or furnish information or is personally known to be necessary from knowledge of procedures or past actions. Questions callers to the extent necessary to clarify the caller's inquiry or identify. Coordinates, synchronizes, and integrates the analyses on requirements, meetings, tasks to determine who should attend meetings and office calls. Exercises knowledge of administrative and clinical services and its procedures and has a general knowledge of substantive programs of the office. Personally handles many requests for information and assists in resolving a variety of complaints made by staff, patients and their families. Acts as a liaison to staff within the medical center and provides accurate advice on procedures, reports, requirements, policies and instructions. Serves as back up to other Executive Office secretaries as needed. Maintains ADPCS's activities calendar; schedules appointments and conferences, providing briefs on matters to be considered prior to scheduled meetings; makes travel arrangements as needed. Assists ADPCS with tracking travel approvals and the travel budget. Schedule and coordinate video and teleconferences with facilities across the health care system. Coordinates, composes and reviews correspondence as delegated, determining proper action, and at times prepares answers before referring to the ADPCS. Prepares correspondence for the signature of top management staff which may include gathering and coordination of information needed for the response or report. Receives request from ADPCS to obtain material for use in writing correspondence, reviewing actions, programming and planning, preparing for conferences and other purposes. Monitors follow-up needed for a wide variety of committees for the front office. Prepares minutes of designated meetings. Uses word processing software and printing equipment to create, copy, edit (e.g., makes insertions or deletions or moves material from one place to another), stores, retrieves, and prints a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists. Performs office automation duties using software applications such as VistA, Outlook, Word, Publisher, Excel, PowerPoint and various other software applications. Tracks key managers leave through the use of a virtual calendar. Coordinates and refers issues to appropriate Acting ADPCS in the ADPCS's absence. Establishes and maintains subject matter and other files necessary for conduct of work in superior's office including ADPCS's personal and confidential files. Serves as the Automatic Data Processing Applications Coordinator (ADPAC) for the ADPCS Office Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:30am to 4:00pm 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 AD-HOC telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD702960 and PD702970 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/01/2024. 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-07 position you must have served 52 weeks at the GS-06. For a GS-08 position you must have served 52 weeks at the GS-07. 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. You may qualify based on your experience as described below: Specialized Experience GS-07: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative support to an office; Utilizing computer applications, such as Microsoft Word, Excel, PowerPoint, SharePoint, and VA software; Preparing correspondence; Managing meeting minutes; Providing customer service; Managing tasks to meet timelines. Specialized Experience GS-08: 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 occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; Independently planning and/or organizing activities of an office; Serving as liaison between offices and/or sections; Advising staff on the VA travel system and related travel regulations; Advising staff on the VA timekeeping system; Assists staff with communication with outside affiliate organizations. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Physical Demands and Working Conditions: The work is primarily sedentary. Typically the employee may sit comfortably to perform the work. However, the work may require some walking, standing, bending, and carrying of light items such as books, papers, and files. 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 VA Nebraska-Western Iowa HCS - Omaha 4101 Woolworth Avenue Omaha, NE 68105 US
• Name: Kristine Cariaga
• Phone: 612-629-7570
• Email: [email protected]