Summary Eastern Kansas VA is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Responsibilities The Secretary (OA) is assigned to the office of the Deputy Chief of Staff (Med/Surg and Diagnostics) at the Topeka campus of the VA Eastern Kansas Health Care System (VA EKHCS), Program Organization (60%) The incumbent ensures that the clerical and administrative work of the service conforms to the established policy and procedures. The incumbent provides secretarial support and guidance to all the employees of the Office of the Deputy Chief of Staff, preparing various types of correspondence, education request, travel request, Curriculum Vitae's (CVs). Maintains calendars and makes appointments on behalf of the Deputy Chief of Staff and Supervisory Administrative Officer. Reminds staff of appointments. Advises other callers as to alternative availability of the supervisor and key staff and arranges meetings at times when the staff members schedule will accommodate those meetings. Coordinates meetings and conferences, to include reservation of VA Nationwide Teleconferencing System (VANTS) lines and video teleconferencing as needed, and scheduling of conference rooms/space. Incumbent attends committees, meetings, and/or conferences upon request, and takes attendance and minutes, offers suggestions on administrative matters and collaborates with peers for problems resolution. Ensures the agenda is followed and properly documents discussion and action items in the minutes. Ensures minutes of all committees, meetings, and/or conferences to which assigned as a Recorder are prepared in a timely manner and forwarded to the office of quality management and appropriate Council/Board/Committee Chairs. Ensures appropriate follow-up action is completed in a timely manner. The incumbent makes all travel arrangements including request for travel reservations for all administrative staff and Section Chiefs of the Office of the Deputy Chief of Staff. Arranges hotel/motel reservations coordinates dates/times and meeting places for staff and visiting physicians when required. He / She is the travel and training coordinator for the Office of the Deputy Chief of Staff and is responsible for oversight of travel/training requests and recording accomplishments I the VA Talent Management System (TMS). The incumbent will assist providers and employees in the use of federal travel systems and TMS as necessary. Provides computer or word processing support for all disciplines in the service. Enters and edits text format output for printing using appropriate programs. Utilizes files to store and obtain data as requested. The incumbent serves as the primary ADPAC for the Office of the Deputy Chief of Staff. Program Coordination (40%) Receives and screens visitors and telephone calls (i.e.., identity, purpose of call and relative importance in relation to availability of staff member). Escorts/refers callers/visitors to proper personnel, clinics, locations, etc. Where personnel are unavailable, takes messages and/or provides information as to the availability of the supervisor. The incumbent acts as a liaison to other managers and staff within the organization to include the Office of the Deputy Chief of Staff (Med/Surgical and Diagnostics) as well as other departments/offices within the VA Eastern Kansas Health Care System, outside organizations and callers. Transcribes correspondence for each section of the Office of the Deputy Chief of Staff as needed as well as composes and types routine correspondence. The incumbent prepares correspondence, Supervisory Administrative Officer and/or Deputy Chief of Staff for the Health Care System Director's or Chief of Staff's signature as they may relate to Congressional inquiries, local and inter-facility correspondence. Transcribes from recorded legal (taped) materials to include meeting minutes or staff correspondence/reports. The incumbent initiates required paperwork for personnel actions on all incoming/transferring/departing personal of the Office of the Deputy Chief of Staff using Web HR Software, HR Smart, as well as using the Electronic Permission Access System (EPAS) software to create new computer accounts, modify accounts and/or to process employees departing station for clearance. The incumbent enters requests for pagers, pager repair, telephone lines, voicemail, telephone equipment, mobile devices, outlook and vista mail groups, computer hardware and software request, menu/option request. Places calls/enters help desk tickets for malfunctioning computer equipment, printers, software, laptops, etc., submits computer access requests to e PAS to grant Vista and CPRS codes to employees, residents, etc. Work Schedule: 8:00 AM - 4:30 PM Compressed/Flexible: Not Available Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD087520 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2024. 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-6 position you must have served 52 weeks at the GS-5. 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. Note: A copy of the most recent (2019 or greater) non-award SF-50 must be submitted with the application for proof of area of consideration. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative support to a service, working independently in the accomplishment of a wide variety of administrative responsibilities associated with maintaining and supporting the administrative work performed, maintaining files and accurate records, following up on commitments made at meetings; preparing documents and running reports, utilizing software programs, updating schedules regularly, skills in creating and editing memorandums and letters. AND Office Automation: Position requires 40 words per minute typing ability. You will be rated on the following Competencies for this position: Clerical Interpersonal Skills Organizational Awareness 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 and requires some walking, standing, bending and carrying light items such as books and papers. 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 The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.