Secretary (OA) Job at Idaho State Job Bank in Boise

Secretary (OA) at Veterans Affairs, Veterans Health Administration in Boise, Idaho, United States Job Description Summary This position is located at the Boise VA Medical Center, Facilities Management Service. Responsibilities Administrative Functions The incumbent performs routine administrative functions, miscellaneous clerical functions, and secretarial functions. He/She performs a wide variety of typing, including memorandums, position descriptions, performance standards, minutes, reports, etc. Incumbent reviews all rough draft documents, edits composition, and corrects punctuation, abbreviations and grammar. Incumbent will format drafts to comply with station requirements and prepares final copies. Incumbent prepares and reviews documents to assure compliance with VA standards. Incumbent performs other miscellaneous office duties, such as making copies, as requested by supervisor. Incumbent is responsible for maintaining the files for FMS, including construction files, annual service files, and legal and long term files. Incumbent is responsible for mail routing. This includes properly preparing mail that is being sent to other services on station as well as off station, receiving, sorting, and properly distributing incoming mail, and managing all internal routing of mail. Places telephone calls, schedules meetings and appointments, and makes training and travel arrangements for FMS staff as requested by supervisor. Incumbent maintains the training records for the service assuring that training is properly recorded in the education tracking system. Timekeeping Incumbent serves as the timekeeper for Facility Management Service (FMS). Incumbent posts time on a daily basis from information provided by employees and supervisors. Posting includes overtime, comp time earned, comp time used, sick and annual leave requests, authorized absence, etc. He/she notifies supervisors when time cards are ready for approval. Receptionist Incumbent acts as a receptionist answering phones and assisting contractors and visitors. Incumbent screens contractors and visitors for the purpose of their visit, issues badges and keys, and directs them to the appropriate FMS staff. Incumbent, along with the other FMS office staff, is responsible for accounting for all contractor issued badges and keys daily. Incumbent receives and forwards messages for all Facility Management employees. He/she receives calls from hospital personnel relating to problems of an emergent nature. Information is forwarded to the proper FMS employee for corrective action. Work Schedule: Monday-Friday, 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD602090 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): 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 within 30 days of the closing date of this announcement, 10/03/2024. 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-05, applicants may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non-temporary competitive appointment. For this position, applicants must have held at least a GS-03 level position. 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. 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 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: Knowledge of the substantive programs of the organization as they relate to the clerical and administrative functions of the office to fully coordinate the work of the office. Preparing and routing correspondence, suspense documents, and reports. Reviewing reports and materials for accuracy and resolving any errors. Maintaining calendars and scheduling meetings/appointments. Timekeeping duties. Maintains and disposes of files in accordance with governing or regulatory procedures. Note: Experience must be fully demonstrated and documented on your resume and must include job title, duties, month & year starting and ending dates and hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school graduation. This education must have been obtained in an accredited business or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. (Transcripts Required) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is 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 (Transcripts Required). Proficiency Requirement: In addition to meeting experience or education requirements, applicants must be able to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position: Clerical Computer Skills Customer Service (Clerical/Technical) Interpersonal Skills 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 th To view full details and how to apply, please login or create a Job Seeker account