Duties

Summary

This position is located within the Health Administration Service (HAS) section at the Salem VA Medical Center. The Secretary provides primary clerical program support for HAS, with different components making up the service such as Admissions, Eligibility & Enrollment, Health Benefits, Outpatient Clinic Administration, Beneficiary Travel, Decedent Affairs, Ward Administration, Health Information Management which includes File/Scanning Room, and Telephone Operators.
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Responsibilities

Major duties include but are not limited to:

• Receives visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff, or personally provides the desired information involving routine or procedural matters.
• Takes requests for appointments with supervisor, checks availability and confirms appointment and reschedules appointments upon request of supervisor or key staff member.
• Responds to routine and non-technical requests for information, such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files.
• Coordinates and prepares Congressional replies from HAS Chief and supervisory personnel, making grammatical/spelling changes as needed.
• Prepares final Congressional and ensures it is forwarded in the proper format, as required.
• Receives incoming correspondence and screens material prior to distribution for suspense dates, establishing controls, and following up for supervisor.
• Reviews correspondence prepared for the supervisor by his/her subordinate staff checking for spelling, typographical errors, conformance to formats and procedural requirements.
• Schedules appointments/meetings and makes arrangements for time, participants, and location of meetings in accordance with instructions from the supervisor.
• Arranges travel, schedules of visits, reservations, notifying organizations and officials to be visited, and submitting travel requests, vouchers, and reports for Chief and supervisors, as indicated.
• Establishes and maintains electronic and/or hardcopy filing and record systems that relate to the work of the organization to include performance indicators, reports, meetings, correspondence, regulations, policy statements, station memorandums, etc. and organizes the flow of clerical processes in the office.
• Sets up and maintains logs showing the status of actions and correspondence.
• Maintains records incidental to the department's function, assembles and compiles information and data from available records for various reports, Quality Management monitors, briefings, etc. Follows-up with the service chief and/or staff members-to ensure that all suspense items are met.
• Attends meetings in order to take minutes for HAS meetings.
• Recording Secretary for the Medical Records Committee meetings held monthly.
• Serves as timekeeper for all sections of HAS except for Outpatient Clinic personnel and Ward Administration personnel; however, he/she is backup to these personnel, insuring accurate recording of overtime, leave, authorized absence, and other related matters.
• Posts and maintains assigned Fund Control Point records, bringing discrepancies to the attention of the Chief, or designee, and notifies the need for additional funding.
• Meets the needs of customers while supporting the Medical Center and service missions. Consistently communicates and treats customers (patients, visitors, volunteers, and all Medical Center staff) in a courteous, tactful, and respectful manner.
  

Work Schedule: Full Time. Monday-Friday. 8:00 am-4:30 pm
Compressed/Flexible: Not Authorized
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Secretary/91157989
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
No

Promotion Potential
6

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/18/2021.

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.

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 described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: The incumbent must have knowledge of common telephone etiquette, general understanding of pay-periods and basic t:me and attendance requirements, understanding of operational organizational structure and supervisory organization, knowledge of basic typing and correspondence types, and general knowledge of systems for filing and correspondence tracking. With this knowledge, the individual should be sufficiently knowledgeable to receive and refer phone calls and visitors to appropriate staff members. The individual must have sufficient knowledge of grammar, spelling, punctuation, and variety of correspondence formats to properly prepare or correct official correspondence and reports.

You will be rated on the following Competencies for this position:

• Clerical
• Customer Service
• Organizational Awareness
• Writing

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.

Note: Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.

Physical Requirements: The work requires no special physical demands. It may involve some walking, standing, bending, or carrying light items.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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/ .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Other (1)
• Performance Appraisal
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.