Secretary (OA)

Full Job Description

The VA Northeast Ohio Healthcare System is recruiting for a Secretary (OA). The incumbent serves as the Executive Secretary in Patient Care Nursing Service.

The incumbent performs a wide variety of administrative and technical assignments and serves as the primary administrative person for the Associate Director of Patient Care Services.

In order to qualify for this position, you must meet the following requirements within 30 calendar days of the closing date listed on the announcement: 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.

Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement.

For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.

All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service.

Applicants who were previously selected under a Competitive Delegating Examining Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

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: Operating a personal computer; preparing time and attendance reports; using correct English grammar, punctuation, and spelling to communicate thoughts, ideas, information, and messages in writing; receiving, attending to, interpreting, and responding to verbal messages and other cues such as body language in ways that are appropriate to listeners and situations.

You will be rated on the following Competencies for this position: Administrative and Management Attention to Detail Clerical Conflict Management Customer Service Computer Skills Analysis and Problem Solving 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 primarily sedentary with some walking to other areas of the medical center.

Walking, standing, bending, and carrying of light items such as paper or books is frequent.

There are no special physical qualifications, but the position involves carrying light items such as binders, reports, and files.

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/.

Major Duties:

The Secretary (OA) duties include, but are not limited to: Route paperwork, obtain signatures, and verify the accuracy of information.

Process incoming and outgoing materials such as mail, recurring and nonrecurring reports, counseling notices, work orders, travel requests, HR, proficiencies, leave request, employee clearance and salary papers, and other forms of written communication.

Analyze data, create and edit charts/graphs, identify trends or deficiencies, prepare presentational material to include, power point presentations, graphs, spreadsheets, meeting agenda's, etc.

Maintain contact with HR staffing and/or labor management specialist to assure that all actions are completed within established timeframes.

Handle routine and non-routine matters based on extensive knowledge of Nursing Service and facility programs, directives and policies.

Assist Associate Director of Patient Care Services in handling all correspondence and personnel management documentation. Serve as service timekeeper for three

to ten

Time and Leave (T&Ls), post time and attendance via VATAS/AcuStaf timekeeping system, for an average of 130-300 employees on a daily basis.

Schedule appointments, coordinate meetings, and/or arrange conference by contacting participants, committee members, presenters and actively engage them in the scheduling process.

Work Schedule: Monday-Friday; 7:00am-4:00pm or 8:00am-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD926130 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized