Secretary (OA)

Summary This position serves as Secretary for the Voluntary Service Program. The program offers acute psychiatric services, primary and secondary medical services, a wide range of Nursing Home Care services and in-hospital special programs. The medical center provides support to a community care program of 410 patients within an approximate radius of 65 miles and serves as a chronic psychiatric referral center for the other medical centers in Ohio and Kentucky. Responsibilities Duties include but are not limited to: Administrative Support – 40% Serves as the Secretary and organizes the day-to-day work of the office of the Chief, Voluntary Service. Supports a Voluntary Service Specialist and Voluntary Service Assistant. Establishes a schedule of recurring and non-recurring reports; gathering, collating and compiling information for all recurring and non-recurring reports, preparing many in final form; developing and maintaining information on staff activities pertinent to the administration of the service and collateral efforts; assuring the smooth flow of correspondence and requests through the service; preparing for and coordinating meetings with staff, Veteran Affairs Voluntary Service (VAVS) Committee quarterly meetings, dignitary visitations, facility tours, etc.; and, maintaining accurate and current information on workflow, schedules and resource distribution. Maintains an updated system of rules, regulations, and procedures pertinent to Voluntary Service. Receives, schedules, refers, and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the public including state and national service organization officials and community leaders. Provides general clerical public contact support services, Assists with the coordination, acceptance and refusal of gifts and donations. Composes acknowledgments for donations. Provides clerical and technical administrative procedures, methods and techniques to support efforts of other Voluntary Service staff members, by assisting in compiling technical and administrative report documents, performing safety/inspection reports on all inspections or accident investigations, and assists in training efforts. Program Support – 40% Assists with special events including, but not limited to, coordinating room assignments, set-up and coordination with the appropriate services (Protective, Acquisition and Material Management, Environmental Management, Nursing Services, etc.). Is responsible for the Voluntary Service Canteen Coupon Book (CCB) Program. Determines appropriate stock level; and orders and disburses CCBs to patient areas monthly in accordance with pre-assigned allotments, or as approved, keeping records on all aspects of the program. Serves as the Voluntary Service Control Point Clerk, managing and maintaining account ledgers for all expenditures and deposits, and assisting in the preparation of the annual budget. Provides front-line contact for new prospective volunteers and works with the medical center staff for placement of volunteers. Customer Service – 20% Maintains favorable relationships with staff, volunteers, members/officials of VAVS organizations, and the general public. Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (i.e., veterans, their representatives, visitors, VA staff, etc.) in a courteous, tactful and respectful manner. Provides the customer with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately. Work Schedule: 7:30a.m. to 4:00p.m; Monday through Friday Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD92163-0 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. PCS Appraised Value Offer (AVO): 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 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, 09/25/2024. 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 may qualify based on your experience and/or education as described below: GS-5: To qualify applicants must have one (1) year of specialized experience, equivalent to at least the next lower grade level, that equipped the applicant with the particular competencies needed to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. For the GS-5 grade level, experience must be equivalent to the GS-4 grade; Or, applicants may qualify by substituting education for experience. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university.; Or, applicants may qualify through combinations of successfully completed post-high school education and experience. 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. To qualify based on a combination of specialized experience and education, you must have a combination of specialized experience and education that equals 100%. 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. If you are using education to qualify, please remember that a copy of your transcript must be submitted with your application. 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). Competencies for this position include: Clerical Computer Skills Customer Service Manages Resources 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: Work is mostly sedentary, involving some standing and stooping, pushing and pulling, lifting and carrying of light to semi-heavy objects. Voluntary Service programs are spread throughout the medical center and sometimes require lengthy walks to deliver or pick-up small items or attend meetings. These are episodes of high stress situations, which are not seen in the typical sedentary position. For more information on these qualification standards, please visit the United States Office of Personnel Managements 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 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 applicants 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. VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veterans community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor Americas Veterans by providing exceptional health care that improves their health and well-being.