Secretary (Oa)

Summary This position has administrative and clerical responsibility for daily operations in Surgical Service.

The incumbent serves as liaison for multiple programs within Surgical Service.

The incumbent uses standard approaches to perform a variety of duties related to special projects involving administrative or clerical support issues. Assembles information, conducts analysis; and develops reports or presentations. Responsibilities Major duties include, but are not limited to:

Administrative Program Support Provides training to sub-section clerical personnel in preparation of travel forms, physician/RN proficiency" reports, and other forms as deemed appropriate. Completes reports of contact, as necessary, which accurately reflect the outcome of the contacts and any follow-up actions necessary. Reads, reviews, and determines proper action on incoming suspense(s) for Surgical Service; and determines those that can be acted on personally and takes necessary action.

Reads all incoming correspondence, publications, regulations and directives which may affect Surgical Service and assists senior medical staff, house staff and their secretaries in interpreting instructions and procedures. Composes correspondence and ensures accuracy of information, proper composition, proper format, and whether such correspondence conforms to current VA policies, instructions, and regulations. Refers completed letters to service Administrative Officers, Sections Chiefs and ACOS Surgical Service for signature.

Maintains confidentiality of all office matters and executes discretion in the release of all information. Receives visitors and telephone calls, ascertains nature of all business of visitors, and determines appropriate action.

Responsible for maintaining and organizing files and data generated by the Administrative Officers, Sections Chiefs and ACOS.

Serves as a timekeeper for Surgical Service. Maintains inventory of appropriate office supplies through regular checks, and supply pick-ups from process store. Data Collection & Tracking Support Performs work which involves the collection, compilation, and/or tracking of data and statistical information in support of Surgical Service's program operation such as HIMS data, timekeeping reports, TMS reports, and control point reports.

Assists in the reporting of data statistical results of program/project studies. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Investigates and/or analyzes problems, issues, or program requirements.

Performs other duties as assigned Work Schedule: Monday-Friday, 7:30am

• 4:00pm or 8:00am

• 4:30pm Virtual: This is not a virtual position.
  
  Position Description/PD: Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report:
  
  Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2024.
  
  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: providing clerical or administrative support to a department or program; receiving and screening visitors and telephone calls; utilizing office automation programs and software to create correspondences, reports, spreadsheets, and complete assignments; maintaining schedules; and/or making meeting arrangements.
  
  Use computerized timekeeping software to perform timekeeping duties. You will be rated on the following Competencies for this position: Administration and Management Customer Service Self Management Teamwork Technical Competence Written Communication 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 mostly sedentary.
  
  Some walking, stooping, and bending may be required. On occasion the incumbent may carry light books, papers, and computer printouts to and from meetings. 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.
  
  Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.
  
  This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration:
  
  VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies.
  
  To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies.
  
  Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.