Summary This position is located in Medicine Service at the Mann-Grandstaff VA Medical Center located in Spokane, Washington and reports directly to the Chief, Medicine Service. The primary purpose of the position is to assist the Chief, Medicine Service, Administrative Officer and subordinate staff to coordinate and perform all clerical and administrative support activities required to accomplish necessary tasks in support of the service's mission. Responsibilities * A basic knowledge of hospital safety, infection control and Disaster Control Plan is required. -Receives, schedules , refers and contacts members of the agency; and persons outside the agency ranging from other government agencies to the general public. -Receive high-level contact with visitors and callers from such organizations as congressional offices, members of the new media, state and local officials, and high-ranking officials in the medical field. -Forwards requests for information to the Chief of Medicine and/or Administrative Officer. -Responsible for the execution of all administrative functions and business operations within the service and its diverse programs.-Process incoming and outgoing materials such as Congressional correspondence, reports, suspense's, memoranda, and other forms of written communication. -Transcribes into finished form: letters and reports, minutes in meetings, white papers, and reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquires. -Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, correspondence/reports. -Provides administrative/ clerical support to the Administrative Officer in completing final typed drafts of letters, reports, audits and memoranda. -Responsible to in-process and out-process Service employees by completing PIV sponsorship to obtain the proper computer access. -Submits Automated Requests for Personnel Actions (ARPA) for the service using current web-based programs such as WebHR. Submit electronic requests for personnel actions in future electronic, share-point or web-based human resource systems when fielded. -Schedules appointments, coordinates meetings, and/or schedules conferences. -Obtains and monitors the use of service supplies by inputting work orders via computer requests. Replenishes supplies as needed. -Serve as a Timekeeper for the Service, keeps accurate count of absences, hours worked etc. -Prepares travel authorizations for service members. Creates travel plans for service members using an electronic travel system. -Operates all type of office equipment including, but not limited to, Desktop computer, fax machines, laser printers, Cisco telephone, meeting room projection equipment, calculator, hold punch, etc. -Update and maintain the Provider Profile which monitors the status of individual proficiency reviews. Promotion Potential: This position is at the full-performance level of GS-05. Work Schedule: Monday-Friday; 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description Title/PD#: Secretary (OA)/PD703870 Critical Skills Incentive (CSI): Not Approved Relocation/Recruitment Incentives: Not authorized 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 Pre-employment physical required 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-05 position you must have served 52 weeks at the GS-04. 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. Preferred Experience: Experience in a secretarial or administrative role. The Ideal candidate will bring resourcefulness, organization, and superb communication skills to the role. The person should have experience working in an office, supporting coworkers and clients in various administrative tasks. 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-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receiving visitors and/or telephone calls to the office; scheduling appointments/meetings; preparing correspondence, reports, or memoranda; maintaining time and attendance; ordering supplies; prepares travel arrangements; maintains records and/or files; operates wide range of office equipment to include computer (word processing, database, spreadsheet) phone, copier/printer, and fax machine. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 years above high school level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. (Transcripts Required). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of some (less than 1 year) specialized experience equivalent to the GS-4 grade level, and education beyond the first 60 semester hours (i.e., beyond the second year) to be creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. The combination of specialized experience and experience as described above must equal 100%.(Transcripts Required). Note, this is computed by first determining your total qualifying experience as a percentage of the experience required for the grade level; then determining your education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100% to qualify. You will be rated on the following Competencies for this position: Clerical Communications Manages and Organizes Information 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/Working Conditions: The incumbent works within a typical office setting. The incumbent must be mobile as visits to various areas of the hospital away from his/her office are required at numerous times daily. The work requires light lifting weighing no more than 15 pounds such as books, reports and binders The work requires the use of a keyboard to access a computer. Work Environment: Work is performed in an administrative setting and hospital/medical clinic setting. Work is performed at a desk or workstation and in conference/meeting rooms. The work environment is adequately heated and cooled. The incumbent may be exposed to sick patients. 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/. 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.