Summary This position is in the Acute Care Service at the Mann-Grandstaff VA Medical Center located in Spokane, Washington and reports directly to the Chief, Acute Care. The primary purpose of the position is to assist the Chief, Acute Care, 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 mission. Responsibilities The incumbent serves as Receptionist and Secretary to the Chief, Acute Care and Administrative Officer. Duties include but are not limited to the following: Screens telephone calls and visitors to the office, independently handling the majority of requests and referring other calls to the appropriate person as needed. Schedules appointments, coordinates meetings, and/or schedules conferences. Processes incoming and outgoing materials such as Congressional correspondence, reports, suspenses, memoranda, and other forms of written communication. Transcribes into finished form: letters and reports, minutes of meetings, white papers, and reviews correspondence for accuracy and completeness. 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 Acute Care Service employees to include completing PIV sponsorship, mail group management, maintaining phone rosters, submitting work orders for office keys, voicemail and computer related requests, and providing assistance with any other related onboarding information and access as needed. Serves as timekeeper for Acute Care Service. Prepares travel authorizations. Maintains files, manuals, regulations, circulars, directives, numbered memorandums, interim issues, etc. on a current basis. Obtains and monitors the use of services, supplies, and/or equipment for the office and service by inputting work orders, 1358's, 2237's into IFCAP system via computer for requests for equipment repair/office repairs. Orders office supplies using a government issued credit card through assigned fund control points; reconciles and audits orders. Monitors the fund control point for Acute Care Service ensuring no overspending of funds occur. Operates office equipment including word processing, database and spreadsheet software, telephone, fax, copier and printer. Performs other clerical type duties assigned by the supervisor. Work Schedule: Monday-Friday, 8:00am to 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Telework would be on an ad hoc basis only, determined by the needs of the service and supervisor approved. Virtual: This is not a virtual or remote position. Position Description/PD#: Secretary (Office Automation)/PD705080 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required 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. You must type at least 40 words per minute. Qualifications To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 01/30/2024 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-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 telephone calls to the office; scheduling appointments/meetings; preparing correspondence, reports, memoranda; timekeeper for time and attendance; purchases supplies using government issued credit card; prepares travel arrangements; maintains records; 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 a 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 Computer Skills Customer Service 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 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. Intermittent walking is required. The work requires light lifting of items 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 Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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/. 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.