This position is located in the Hines Surgical Care Service, specifically within the Office of the Manager Section, which is the focal point for all administrative activities for inpatient and outpatient surgery. The service is divided into 12 specialties and acts as the Surgical Care Service secretary and provides secretarial support to the Chief of Surgical Care.

Duties

The Surgical Care Service secretary participates actively in the management of the office of the surgical chief by performing routine administrative and miscellaneous clerical work and resolves problems associated with the administrative and clerical work of the office. Major Duties: Receives calls, greets visitors, and directs to staff members only those contacts needing their attention or action. Maintains office calendar for the manager and schedules appointments. Composes correspondence on administrative support or clerical functions of the office. Receives and reviews mail for the office. Maintains suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. Transcribes correspondence, reports and telephone conversations from notes, tapes or oral instructions involving both technical and specialized terminology. Prepares travel requests and all associated actions and documentation. Assembles, prepares, and submits reports of staff time charges and maintains personnel time cards. Performs periodic inventory of files and documents within the office. Arranges for the destruction of outdated material. Reviews directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised or amended procedures for such matters as preparation and processing of correspondence, technical reports and forms, filing, mail procedures, preparation of travel vouchers and security procedures. Performs periodic inventory of files and documents within the office and arranges for the destruction of outdated material. Provides guidance and assistance on applicable procedures, instructions and regulations to other clerical personnel assigned to the office. Performs other duties as assigned. Work Schedule: Monday-Friday 8:00am to 4:30pm Virtual: This is not a virtual position. Telework: This position is suitable for telework. Position Description/PD#: Secretary (OA)/PD03093O 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, 01/06/2025. 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 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-5 in the normal line of progression for the occupation in the organization. Examples of qualifying specialized experience would typically include but are not limited to: Experience tracking, coordinating, updating, editing, compiling and maintaining files and records;Clerical and administrative skills such as grammar, punctuation, spelling, correspondence formats, and records management; Skill in using computer applications for functions such as word processing, spread sheets and database management; Skill in time management, multi-tasking and organization; and communication and interpersonal relation skills sufficient to appropriately and courteously relate to internal and external customers both verbally and in writing; and Advanced typing skills. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsInformation ManagementInterpersonal SkillsProblem SolvingTelecommunications 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 places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items such as paper and books. Work Environment: The work environment involves the normal risk and discomforts typical of an office. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Kiphanie Moore
• Phone: 414-712-8177
• Email: kiphanie.moore@va.gov