Secretary (OA)

This position serves as an administrative assistant to the Executive Medical Center Director for the Battle Creek VA Medical Center (BCVAMC) which serves over 44,000 Veterans across 23 counties in 5 sites of care across southwest Michigan. The BCVAMC is part of the VA Veterans Integrated Service Network (VISN) 10 and is a referral center for the Michigan/Indiana market.

Qualifications:

SPECIALIZED EXPERIENCE: One full year of specialized experience equivalent to at least the GS-8 level in the Federal service. Specialized experience is experience providing administrative support in a health care delivery system to include maintenance of appointments and calendars and using word processing, spreadsheet, and presentation software to develop correspondence and reports.

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute.

You will be rated on the following Competencies as part of the assessment questionnaire for this position:

• Clerical
• Communication
• Compliance
• Manages and Organizes Information
• Writing

IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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.

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; religious; 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.

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/.

Responsibilities:

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

The incumbent provides technical and clerical assistance to the Executive Medical Center Director and when necessary, the Associate Medical Center Director, Assistant Director, and other top management staff. Specifically, the incumbent exercises excellent customer service, resourcefulness, initiative, and sound judgment in carrying out the following duties and responsibilities:

• Exercises exclusive control over the Medical Center Director's appointments with complete authority for commitments of time.
• Screens all calls and visitors, answering questions, and completing business involving established policy of routine matters without making referrals to the Medical Center Director, whenever possible.
• Develops and maintains suspense and controlled correspondence systems which are reviewed at least daily to flag pending issues and ensure due dates are met.
• In the absence of the Secretary to the Associate Director, Secretary to the Chief of Staff, or Secretary to the Associate Director for Patient Care Services, the incumbent assumes the duties of those positions, as well of those of his/her own.
• Prepares travel orders and makes travel and accommodation reservations as requested by Medical Center Director. Prepares travel vouchers in a timely manner after each trip has been completed and checks to ensure any reimbursement due is received.

• Receives and reviews all correspondence for the Medical Center Director and ensures that complaints and inquiries received from or on behalf of patients are tracked in the Patient Advocate Tracking System Replacement (PATS-R).
• Replies to mail not requiring the Medical Center Director's attention. Screens all correspondence prepared for the Medical Center Director's signature for clarity, completeness of reply, grammatical, and procedural correctness.
• Establishes in-person meetings at BCVAMC and other sites in VISN 10, and establishes virtual meetings using software platforms such as Microsoft Teams, Zoom for Government, or Cisco Webex. This includes creating agendas, notifying participants, and arranging support items (lunch, tours, special equipment, etc.).
• Attends meetings and records and distributes minutes of meetings.
• Prepares written documents, charts, and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format.
• Provides clerical support to the Medical Center Director and assists with selected community relations activities. Specifically, incumbent organizes materials for Medical Center Director's use in public speaking, develops background information, and prepares outlines for speeches.
• Performs other related duties as assigned.

Work Schedule: Monday thru Friday, 8:00am-4:30pm
Recruitment & Relocation Incentives: Not authorized
Financial Disclosure Report: Not Required

Salary : $57,118 - $74,250