Secretary (Oa) - Temporary

Department Of Veterans Affairs Birmingham , AL 35202

Posted 2 months ago

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Duties

Summary

The Birmingham VA Medical Center is currently recruiting for one Secretary to assist during the COVID19 pandemic.

Learn more about this agency

Responsibilities

This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until June 30, 2021. The initial cut-off date for referral of eligible applications will be Monday 3 May, 2021 with subsequent cut-off dates every Monday. Eligible applications received after that date will be referred at regular intervals or as additional vacancies occur on an as-needed basis until positions are filled.

The Secretary requires a substantive practical knowledge of (a) program mission and operating programs; (b) support organizations and functions; and (c) specific techniques of analysis. Additional duties include, but are limited to:

  • Provides Management Assistance with correspondence, reports, meetings/minutes/agendas/action plans, checks for completeness in all tasks and compiles background information.

  • Develops methods for the collection and retrieval of computer information from established systems to enhance analysis of program related data.

  • Acts as liaison for Nursing Service-receives phone calls and visitors and provides information/refers appropriately, advises of upcoming deadlines, holds purchase card, orders supplies, maintains employee files and enters 52s, schedules interviews. Arranges travel.

  • Maintains and displays necessary files, memoranda, bulletins, Center Circulars, schedules and Central Office letters.

  • Controls incoming and outgoing correspondence, reports, memoranda and other forms of written communication.

  • Prepares and edits letters and reports and reviews correspondence for accuracy and completeness.

  • Anticipates the needs of the service chief, compiling data and background material before routing.

  • Prepares meeting agendas; prepares and distributes meeting notices; provides attendance sheets and arranges audiovisuals and conferences / teleconferences.

  • Accomplishes input to the automated Time and Leave System; analyzes daily time and leave system variances/rejects; notes discrepancies and coordinates with supervisors/action officers for correction.

  • Develops and maintains proficiency in Microsoft Word, Outlook, PowerPoint and Excel.

  • Receives telephone calls and visitors, ascertains nature of call or visit, refers to supervisor or staff member as appropriate; provides routine, non-technical information from office files or knowledge of the organization, functions and policies.

  • Maintains suspense of incoming or outgoing correspondence or material; advises staff member of approaching deadlines and initiates follow-up on overdue matters.

Work Schedule: Full Time, Monday

  • Friday, 8:00am

  • 4:30pm.

Telework: Not Authorized

Virtual: This is not a virtual position.

Relocation & Travel Incentives: Not Authorized

Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not Required.

Travel Required

Not required

Supervisory status

No

Promotion Potential

6

  • Job family (Series)

0318 Secretary

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  • Office Secretaries

  • Secretaries, Office

  • Requirements

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Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job

  • Designated and/or random drug testing may be required

  • Selective Service Registration is required for males born after 12/31/1959

  • You may be required to serve a probationary period

  • Subject to background/security investigation

  • Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/30/2021.

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.

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 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 specialized experience would typically include, but are not limited to: Establishing and implementing office practices and procedures; anticipating needs, identifying problems and taking action to preclude the development of emergency situations; screening correspondence for errors; screening calls and greeting visitors and maintaining a calendar of appointments and events for the supervisor.

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 although some slight physical effort may be required in carrying light objects such as files, manuals and papers. No special physical qualifications are required to perform this work.

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.

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