Secretary (OA) - Veterans Affairs, Veterans Health Administration

Summary This position serves as the Secretary for the Chief, Facilities Management Service (FMS), assisting the Chief in accomplishing all secretarial and assigned administrative work within the Service. Responsibilities John J. Pershing VA Medical Center is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Major Duties: Administrative Support: Receives and screens visitors to include varying levels from local leadership, community partners and stakeholders, central office level visitors, and congressional staff. Receives incoming telephone calls for Maintenance and Operations, Biomedical, Fleet, Environmental Management Service, Operations, and Engineering; takes concise messages; answers questions concerning established policy and uses personal judgment in determining whether supervisor should be interrupted or caller referred to other key personnel; discerns and assigns priority to urgent calls and notifies appropriate persons for immediate actions. Receives calls for work request systems and directs to the appropriate work group for the action; inputs the work request in electronic file management systems for tracking and reporting. Arranges for conferences/meetings, including such matters as location, schedule, agendas, and attendance lists. Assembles background material for Chief in preparation for briefings, meetings, and other presentations by preparing charts, and assembling and organizing documents and materials. Records and transcribes minutes at staff meetings as well as meeting minutes from FMS related committees and sub-committees.Maintains the Chief's and Assistant Chief's calendars and schedules appointments and meetings upon own initiative based upon personal knowledge of the workload and current issues of importance. Receives and reviews all incoming correspondence and determines that which require personal attention; determines those that can be acted upon personally and takes necessary action. Anticipates need for information and systematically prepares material so that it is immediately available for supervisor's needs. Prepares correspondence on subjects as outlined in regulations and procedures or as specifically requested and replies to general inquiries. Provides advice, assistance, and direction to other employees on performing typing or clerical work in FMS. Maintains tracking log on incoming and outgoing correspondence and documents and follows through to ensure suspense dates are met. Office Support: Prepares and maintains all timekeeping functions for FMS, responsible for the accuracy of all timekeeping records. Provides information to FMS managers/staff on timekeeping questions and issues. Provides training to newly appointed backup timekeepers and monitors their work to ensure timekeeping accuracy. Calculates employees leave balance, including annual leave, sick leave, and compensatory time earned and used. Maintains and manages all FMS technical and office files in accordance with Records Control Schedule (RCS) 10-1. Identifies any records not scheduled for disposition and reporting their findings to the facility Records Manager; conducts regular internal records reviews to ensure an effective records management program is maintained; assists the Records Manager with the Vital Records Program. Serves as the Automated Data Processing Application Coordinator (ADPAC) for FMS. As the ADPAC, the incumbent assists FMS managers/staff in computer and printing issues. Monitors Vista menus and ensures all managers and staff have the appropriate menus to perform their duties; assists managers/staff in obtaining, managing, and deleting Vista menu options; and assists new employees in setting up their new computer. Procurement: Serves as the fund control point (FCP) clerk on all FMS FCP. These duties include developing 2237 procurement documents in VISTA for the purchasing of supplies, equipment, services, and materials; providing guidance to FMS managers/staff on the proper Cost Center (CC) and Budget Object Codes (BOC) for each purchase; notifies the FMS managers/staff if funding is not available; and provides assistance in transferring funds to ensure each purchase can be made. Gathers and compiles data for budget tracking purposes on multiple Fund Control Points (FCPs). Maintains a record of all 2237s developed and processed with the Service. Work Schedule: 8:00am - 4:30pm. Monday through Friday (Excluding federal holidays) Telework: ADHOC/Only as needed Position Description/PD#: Secretary (OA)/PD095550 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, 07/08/2024. 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-7 position you must have served 52 weeks at the GS-6. 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. GS-7: 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: receives telephone calls and visitors; prepares correspondence and reports; proofreads all incoming and outgoing correspondence for grammar and spelling; independently develops and presents information; schedules conferences and meetings and shifts schedules as needed; prepares travel arrangements; accepts or declines invitations, sets up, reschedules, or refuses appointments on supervisor's calendar; maintains confidentiality on all sensitive items. You will be rated on the following Competencies for this position: Budget Administration Clerical Customer Service Technical Competence 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 with some walking, standing, bending, and carrying of light-weight items such as manuals, books, and papers. 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/. 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. 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.