Summary The purpose of the position is to provide secretarial, receptionist, clerical, support within the Office of Primary Care Administration. Responsibilities Duties include, but are not limited to: Reviews and screens all incoming and outgoing correspondence, reports, memoranda, publications, regulations, and directives that affect Primary Care; determines, with the Chief and/or the Administrative Officer (AO), which may be acted upon by the incumbent, and which must be referred to Primary Care Leadership. Communicates regularly with other Service Chiefs or AOs, and Chief of Staff personnel. Assists in clarifying vague instructions or requests, and in establishing any actions required and briefs the Chief, and Supervisory AO on such activity. The incumbent maintains a master tracking spreadsheet for incoming and outgoing action items/taskings from senior leadership and other management affiliates. Ensures all requirements are appropriately forwarded for action to the identified subject mater expert and the suspense is tracked through completion and submission, maintaining accurate accounts of all incoming and outgoing correspondence through the usage of suspense controls to insure timely submission of responses. Reviews outgoing correspondence prepared by subordinate unit staff for structural and grammatical accuracy, consistency with general policy, correctness of non-clinical facts and figures, and adequacy of addressing the issues; suggests modifications to author as necessary. Prepares outgoing correspondence for the signature of Primary Care Leadership, reviewing it for proper format, conformance with regulations, content, grammar texts, and special policies and inclusion of proper attachments. Correspondence is often highly technical in nature and frequently includes medical terminology. Maintains the Primary Care activity calendar and schedules appointments, conferences, and meetings on own initiative based upon personal knowledge of the Chief's preferences, commitments, workload, and current issues of importance. Arranges for meetings and conferences, including such matters as location, schedule, agenda, and attendance list, as well as for outside staff or guests. Owner of Primary Care Conference Room Scheduler. Advises individuals concerned if meetings and appointments must be rescheduled and arranges mutually convenient alternate times. Briefs and reminds the Chief in advance on matters to be considered at meetings; researches files and assembles background material for agenda items; may prepare meeting binders containing essential information for attendees. Serves as recorder of minutes for meetings chaired by the Chief of Primary care and distributes copies of minutes to all appropriate personnel. The incumbent serves as the timekeeper for Primary Care; receives assistance as necessary from the service AO, and/or Administrative or Program Support Assistant(s). Enters leave data into the computer and compiles leave records used to compile reports. Monitors use of overtime, fee hours, and all leave and absences to assure compliance with VA policy and refers, when appropriate, to supervisors for review/action. Ensures all leave is properly accounted for and in accordance with applicable policies and regulations. Stays abreast of complex rules and regulations governing time and attendance; consults with Human Resources Management Service and Payroll units as necessary. Receives and screens telephone calls and visitors to the Office of PCCCS. Ascertains the nature of the call or the purpose of the visit and independently determines and/or performs the appropriate action. Manages and monitors timely renewals and submissions of Primary Care MCPs and SOPs according to service and facility guidance. Assist with Primary Care ADPAC responsibilities and PIV sponsorship. Will manage the onboarding and out-processing of Primary Care team members. Work Schedule: M-F 7:30a to 4:00p Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD12201O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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, 12/27/2024. 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: Performing clerical/administrative duties in an office environment; answering and directing phone calls; receiving visitors; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments. At this grade level, applicants should have good verbal and written communication skills and the ability to perform assignments independently with minimal oversight. You will be rated on the following Competencies for this position: Clerical Communications Manages and Organizes Information Technology Application 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: Work is performed in an office setting with occasional visits to areas with the as well as throughout the Medical Center. Work area is adequately lighted, heated and air conditioned. The normal risks and discomforts typical of an office and clerical work area are included. 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. 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. 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.