Summary The incumbent provides key administrative support to the office of the Chief, Care in the Community and to the Sections within the Service in the Care in Community Service located in the Central Texas Veterans Health Care System, Temple, TX. Responsibilities Major duties include, but are not limited to: Administrative/Office Support Performs a variety of office management duties at an administrative level, such as screening incoming and outgoing materials (correspondence, reports, proficiencies, memoranda, letters, and other forms of written communication) for the Service. Maintains appointment calendar for the Chief and AO, Care in the Community, scheduling meetings and appointments upon own initiative and based upon personal knowledge of the Chief's workload and current issues of importance. Arranges and prepares requests for travel. Collaborates with Travel Office staff to assist service employees with entering travel requests. Receives visitors and incoming calls, resolves problems of both general and specific nature and referring matters to the appropriate staff based on knowledge of the various organizational components and individual responsibility. Composes correspondence such as letters, endorsements, messages, office instructions, prepares reports, and takes meeting minutes. Serves as the Records Management liaison for the service, maintaining all office files and appropriately disposing outdates files. Establishes and maintains a filing system that meets requirements outlined in the Records Control Schedule guidelines. Arranges meetings, securing space, arranging for telephonic and electronic connections in TEAMS. Schedules speakers or attendees, assembles needed materials, arranges for meals or refreshments, secures needed audiovisual equipment. Coordinates interview schedules, reserves interview space, answers general applicant questions, and maintains appropriate files of vacancies, interviews, and selections for the service. Maintains an accurate Equipment Inventory List, serving as the supply representative for the service. Orders, receives, and signs for expendable and nonexpendable supplies and equipment. Serves as the Service Safety Representative. Timekeeping Serves as the primary timekeeper for the entire service, ensuring timecards are posted accurately, monitors employees balances and usage, and prepares monthly reports of overtime/compensatory time hours worked. Serves as a time and leave subject matter expert and resource to service staff. Work Schedule: Mon - Fri (8:00 am - 4:30 pm or 7:30 am - 4:00 pm) Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD08128O 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, 12/30/2024. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performs duties as timekeeper and is knowledgeable of policy and procedures concerning time, attendance, and work schedules; Maintains a current calendar of events and meetings for management; Prepares agendas and takes and transcribes minutes of meetings, conferences, etc.; Ensures all correspondence is prepared in the correct format, free of errors, and is completed within established timelines; Maintains electronic files; Prepares travel requests; Orders, receives, and signs for expendable and non-expendable supplies as needed by the leadership team. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education above high school with courses taken directly related to the knowledge, skills and abilities of this position OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. You will be rated on the following Competencies for this position: Customer Service Information Management Self Management 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. Skill Requirement: In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. 40 words per minute typing speed Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 A transcript MUST be submitted with your application IF you are basing all or part of your qualifications on education. 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/. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application. NOTE: If your school was accredited by the Department of Education at the time of graduation but is no longer listed on the Department of Education website, you must provide documentation of accreditation with your application packet. 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.