Secretary
: Job Details :

Summary Position is located in the Pharmacy Service of the West TX VA Health Care System in Big Spring TX. National leader in providing video telehealth and innovation development. The Service is comprised of a large, diverse staff, working in various areas of the facility. Primary purpose of the position is to assist Pharmacy Service by providing program support to the Chief and supervisory staff of the Service. Requires close collaboration with the Chief and Administrative Officer of Pharmacy Service. Responsibilities Duties include, but are not limited to: Public Contact Work Receiving, scheduling, referring and contacting members of the staff, agency and persons outside agency ranging from other government agencies to the general public Providing general clerical public contact support services such as answering the telephone, referring visitors or providing information about the office, its functions and standard operating procedures, as well as similar information Screening calls and personally answering calls when the requested information concerns routine and procedural requirements Screening supervisor and staff member calls and determining if the call requires their attention Office Automation Composing correspondence on own initiative based on knowledge of the Chief, Pharmacy Service's views and accepted policies of the VA Preparing responses to routine correspondence without direction from the Chief, Pharmacy Service Performing secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization Typing written reports from drafts or from mechanical recording devices into finished copy. Notes are often typed in final form without rough draft reviewed for proper arrangement and grammar and compiled in final form Reviewing directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised or amended procedures for such matters as preparation of travel vouchers, training requests and other related procedures Typing letters, reports, memoranda, inventories, rosters, mailing lists and other general office material using software applications such as electronic mail, desk-top publishing, calendar, spreadsheets, database and/or graphics Performing routine file maintenance work including updating and maintaining computer files and inventory; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks Functioning as Records Liaison Officer; establishing and maintaining files of Pharmacy in accordance with Records Control Schedule RCS 10-1, including administrative correspondence, personnel data, hospital memoranda, regulations and other directives Recording minutes using skill in standard techniques to summarize the significant aspects of meetings such as committees and staff meetings Preparing materials and arranging for meeting rooms to support meetings as needed, such as arrangement of sufficient seating, tables, projectors, and easels Confirming meeting facilities are ready, providing sign-in sheets, ensuring that meetings are recorded and contacting meeting leader and participants to verify sufficient attendance Maintaining monthly log of safety deficiencies in Pharmacy work areas and tracking to completion Receiving calls from Pharmacy staff on safety and environmental issues and inputting work orders for the service into the work order system Assisting staff by inputting Ol&T tickets when staff is experiencing computer or telephone issues Workload/Budget Planning and Control Assisting with formulating and providing all essential data for the annual budget forecast for submission to the Chief of Pharmacy, based on studies of past expenditures, knowledge of Pharmacy requirements, program plans and workload forecasts Maintaining budget control records and assuring that funds are used in accordance with the operating budget Processing all vouchers with the appropriate office and carrying out any needed follow-up, including travel vouchers for all office staff and vouchers for payment Maintaining an awareness of available resources and making recommendations to the needs of the Chief Pharmacy Service, regarding distribution or redistribution of these resources Maintaining Calendars, Appointments and Schedules Scheduling appointments, coordinating meetings and/or scheduling conferences Providing general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details Supporting West Texas VA PGY1 Pharmacy Residency Program and P4 Interns by assisting with scheduling of housing in government quarters Work Schedule: Fulltime, Monday thru Friday 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD00649-0 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Bargaining Unit position 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, 11/29/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: administering the service budget guidelines and office procedures; possessing a wide range of knowledge dealing with workload/budget planning; operation of the office environment, and knowledge of policies and procedures as they relate to the maintenance of a medical center; knowledge of grammar, punctuation and style to review correspondence for errors and omissions and make corrections; knowledge of files management system to maintain service files; knowledge of computers, software programs to complete office automation tasks; correspondence and reports; run scheduling programs to annotate calendars and identify conference rooms; filing work orders for office and equipment repairs and maintenance; ability to assist personnel with computer problems; knowledge of common-use office machines such as the fax and copier and practical experience in performing equipment user upkeep; knowledge of the supplies ordering system to keep supplies available; and knowledge of timekeeping and leave request program to process timecards and leave requests for the service. You will be rated on the following Competencies for this position: Computer skills Customer service Attention to detail Clerical 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. 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 applicant's 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.