Secretary
The position is the principal clerical or administrative support position in the office, operating independently of any other such position in the office. The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others. Work performed requires the services of a qualified typist. Duties include but not limited to are:
Utilization of office automation equipment to prepare correspondence, documents and reports. Develops policies and memorandums for Chaplain Service. Maintains master phone/call back lists for Chaplain Service. Acts as a Chaplain Service Administration Record Liaison Officer, complying with all requests from the Privacy Officer. Works in concert with all staff, clinical and administrative, using considerable tact, diplomacy and professional courtesy. Evaluates processes and make recommendations for the effective management of the Service. Troubleshoots existing programs and recommends viable solutions. Schedules all appointments for the Chief, Chaplain Service without prior approval and is solely responsible for the maintenance and accuracy of his/her schedule in order to coordinate/prioritize his/her time effectively. Responsible for contacting members of the healthcare system staff, other VAMC management staff, general public and VISN staff to coordinate meetings, conferences and routine administrative details. Makes necessary arrangements for all meeting/conferences for Chaplain Service. He/she will make all necessary arrangements to include space, time, contacting people, and other matters; assembles background material for the supervisor; attends the meetings; and reports on the proceedings. Receives visitors and phone calls both for the service and the service chief, and is the first person the veteran, family member or staff member will meet. Screen all telephone calls and independently determine the nature and purpose of the calls and evaluating whether to refer them to a Chaplain or handle them personally. In cases of emergencies, will ensure Chaplain coverage is provided expeditiously. Act as a liaison between the Chaplain Service and the Administration and all Service/Care Lines of this Medical Center; the Chaplain Service Central Office in Hampton, Virginia, Volunteer Service Organizations and Chaplain Services located nationally and within our VISN. Gather and analyze workload statistics and makes recommendations as appropriate. Assign/prepare the Chaplain Service Duty Schedule and On-Call Schedule, providing Catholic, Protestant, Jewish, Eastern Orthodox, etc. on-call coverage 24/7. Perform timekeeper duties for the staff in the Service. Work Schedule:
Monday-Friday, 8:
00am - 4:
30pm Telework:
Not available Position Description/PD#:
Secretary/PD014900 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/21/2020. 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-05 position you must have served 52 weeks at the GS-04. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Typing speed 40 words per minute, Utilizing a variety of office automation software; Scheduling appointments; Screening calls and visitors; Reviewing incoming correspondence, Composing responses to non-technical requests; Transcribing and distributing meeting minutes; Maintaining records; Managing daily office flow; Application of proper grammar, punctuation, and spelling; Providing customer service in person or by telephone; Maintaining calendar and meetings; Arranging meetings; Resolving scheduling conflicts. Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!! Additionally, your resume must include the following information for each job listed:
Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible. You will be rated on the following Competencies for this position:
ClericalCustomer ServiceDecision MakingOrganizational DevelopmentTechnical Competence 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 mostly sedentary; however, walking and stair climbing, standing, bending, stooping and carrying light to medium weight documents, folders and manuals are sometimes required. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Utilization of office automation equipment to prepare correspondence, documents and reports. Develops policies and memorandums for Chaplain Service. Maintains master phone/call back lists for Chaplain Service. Acts as a Chaplain Service Administration Record Liaison Officer, complying with all requests from the Privacy Officer. Works in concert with all staff, clinical and administrative, using considerable tact, diplomacy and professional courtesy. Evaluates processes and make recommendations for the effective management of the Service. Troubleshoots existing programs and recommends viable solutions. Schedules all appointments for the Chief, Chaplain Service without prior approval and is solely responsible for the maintenance and accuracy of his/her schedule in order to coordinate/prioritize his/her time effectively. Responsible for contacting members of the healthcare system staff, other VAMC management staff, general public and VISN staff to coordinate meetings, conferences and routine administrative details. Makes necessary arrangements for all meeting/conferences for Chaplain Service. He/she will make all necessary arrangements to include space, time, contacting people, and other matters; assembles background material for the supervisor; attends the meetings; and reports on the proceedings. Receives visitors and phone calls both for the service and the service chief, and is the first person the veteran, family member or staff member will meet. Screen all telephone calls and independently determine the nature and purpose of the calls and evaluating whether to refer them to a Chaplain or handle them personally. In cases of emergencies, will ensure Chaplain coverage is provided expeditiously. Act as a liaison between the Chaplain Service and the Administration and all Service/Care Lines of this Medical Center; the Chaplain Service Central Office in Hampton, Virginia, Volunteer Service Organizations and Chaplain Services located nationally and within our VISN. Gather and analyze workload statistics and makes recommendations as appropriate. Assign/prepare the Chaplain Service Duty Schedule and On-Call Schedule, providing Catholic, Protestant, Jewish, Eastern Orthodox, etc. on-call coverage 24/7. Perform timekeeper duties for the staff in the Service. Work Schedule:
Monday-Friday, 8:
00am - 4:
30pm Telework:
Not available Position Description/PD#:
Secretary/PD014900 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/21/2020. 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-05 position you must have served 52 weeks at the GS-04. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Typing speed 40 words per minute, Utilizing a variety of office automation software; Scheduling appointments; Screening calls and visitors; Reviewing incoming correspondence, Composing responses to non-technical requests; Transcribing and distributing meeting minutes; Maintaining records; Managing daily office flow; Application of proper grammar, punctuation, and spelling; Providing customer service in person or by telephone; Maintaining calendar and meetings; Arranging meetings; Resolving scheduling conflicts. Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!! Additionally, your resume must include the following information for each job listed:
Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible. You will be rated on the following Competencies for this position:
ClericalCustomer ServiceDecision MakingOrganizational DevelopmentTechnical Competence 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 mostly sedentary; however, walking and stair climbing, standing, bending, stooping and carrying light to medium weight documents, folders and manuals are sometimes required. 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/.
- Department:
0318 Secretary - Salary Range:
$34,916 to $45,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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