Summary Introduction: This position is intended to provide clerical and administrative support in Nursing Service (NS). The Primary Purpose of the Position is to serve as an Administrative Support Assistant (OA) to one or more Associate Chiefs, Nursing Service (ACNS), the duties of which are to provide clerical and administrative support coordinating and accomplishing the numerous complex and diversified activities and functions related to Nursing Service (NS). Responsibilities Major duties include, but not limited to: Administrative Support 1. Provides the full realm of administrative support to the Associate Chief Nurses in Nursing Service (ACNS). Accurately takes and transcribes minutes of meetings, conferences, etc., as assigned. Ensures all correspondence is prepared in the correct format, free of errors, and is completed within established timelines. 2. Maintains a current calendar of events and meetings for assigned ACNS(s). Independently schedules appointments and meetings based on knowledge of the ACNS's workload, work location, and current hierarchy of issues of importance. Reminds the ACNS(s) of scheduled appointments and briefs him/her on matters to be considered before the scheduled meeting. Prepares material for the ACNS(s) to bring to committee meetings and conferences. 3. Reads and screens all in-coming correspondence, publications, regulations, and directives. Determines which can be acted upon personally and takes necessary action. Uses initiative to obtain clarification of instructions from originating offices when it is not clear what actions are required. Determines those directives that affect the activities and functions of the assigned ACNS(s) areas or the clinical role of nursing staff and refers them accordingly; records and informs the ACNS(s) and other members of the section(s) nursing leadership team. Prepares and sends important and timely communication to the nursing leadership team, often with little or no guidance from the ACNS(s) due to the fast paced and fluid environment. 4. Maintains a suspense file of due dates for external and internal actions/suspenses that are the responsibility for the ACNS(s) to complete; follows up to ensure proper and timely completion. Priority items are expedited and monitored through to completion. 6. Maintains and publishes to the Nursing SharePoint a current emergency callback plan for his/her assigned section(s) and ensures unit callback plans are up-to-date and readily available. Accuracy and availability of this information is essential for needed call-back of employees for patient care, emergencies, disasters, etc. 7. Responsible for tracking current licensure for all licensed nursing staff in assigned ACNS section(s). Coordinates between Human Resources credentialing/licensing staff and Nurse Managers/Supervisors to track staff that require licensure on a recurring basis from respective state licensing agencies. 8. Maintains all official files for assigned ACNS Section(s) and is responsible for disposing of outdated files in accordance with records management policy. Maintains electronic files for assigned areas of Nursing Service on both the Nursing SharePoint and on shared storage drives depending on type of files. Differentiates between sensitive and general - files appropriately based on classification. 9. Serves as an expert resource for other Nursing Service administrative/clerical staff regarding appropriate formats for reports, correspondence, etc. Maintains effective working relationships with co-workers, other Services, and administrative staff through the application of effective listening and interpersonal skills (written, verbal, and non-verbal). Incumbent supports teamwork, effective communication, VA core values, and the mission of CTVHCS. 12. Performs periodic inventory of Nursing equipment; prepares equipment turn-in documents, and enters new equipment orders as needed. Incumbent is knowledgeable of current Supply Chain Management (SCM) procurement systems (i.e., Acquisition Procurement Planner (APP), VistA Equipment Package, Epic Commodity Management System (ECMS). 13. Serves as Records Liaison Officer (RLO) for assigned ACNS Section(s). Establishes and maintains file plans, tracks and records management training, and enforces the provisions of VHA Records Control Schedule 10-1 and current Records Management program guidelines for the assigned ACNS Section(s). 14. Performs all facets of timekeeping and scheduling duties for direct subordinates of the assigned ACNS(s) and other ACNS Section T&Ls as directed. Provides additional timekeeping support to various Nursing Units during absences of the primary timekeeper. 16. Supports the Mission, Vision, and Core Values of CTVHCS. Participates in process improvement initiatives. Assists the ACNS(s) with preparation of their process improvement initiatives, including formatting and entering work orders to Medical Media and other production services. Other duties as assigned. Work Schedule: 8:00 - 4:30 pm Monday - Friday Telework: Not Available Physical Requirements: Much of the work is sedentary. Work requires prolonged sitting, walking, bending, stooping, pulling heavy drawers, lifting books, computers and associated components, paper, and small to medium sized boxes. Driving may be required between the CTVHCS facilities. Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes accurately taking and transcribing minutes of meetings. Maintain a current calendar of events and meetings. Read and screen all in-coming correspondence, publications, regulations, and directives. Determines which can be acted upon personally and take necessary action. Maintain a suspense file of due dates for external and internal actions/suspense's. Serve as an expert resource for other Nursing Service administrative/clerical staff regarding appropriate formats for reports, correspondence, etc. Maintain effective working relationships with co-workers, other Services, and administrative staff through the application of effective listening and interpersonal skills (written, verbal, and non-verbal). Initiate Engineering work orders as needed to support a strong, positive, and safe - Environment of Care. Provide superb Customer Service to all Veterans, families, staff, and visitors. Note Screen out: This is an Office Automation (OA) position; You are required to type at least 40 words or more per minute. You must certify that you are able to type 40 words per minute with three or fewer errors. 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. Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. 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. Receiving Service Credit for 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. This job opportunity announcement may be used to fill additional vacancies.