Secretary (OA) Job at MSCCN in Orlando

Summary The position is the principal clerical or administrative support position in the office, operating independently of any other such position in the office. The primary purpose of this position is to perform different tasks, assisting the work of one or more persons in an organization. The selectee is responsible for providing assistance with a variety of problems and inquiries received in person, telephonically, or by referral from administrative staff within the organization. Responsibilities Duties include, but are not limited to, the following: Receives visitors and incoming calls, resolves problems of both general and specific nature and referring matters to appropriate staff based on knowledge of the various organizational components and individual responsibility. Personally takes care of many matters, including answering questions not requiring specialized technical/professional knowledge, either from personal knowledge or as available in the filing system. Provides assistance for a variety of problems and inquiries which are received in person, telephonically, or by referral from other secretaries or receptionists in the organization. Responds to requests for information and/or develops one-of-a-kind reports covering organizational or technically oriented matters when information is available in office records and/or files. This duty requires the selectee to know where material is located, which data is appropriate for inclusion and how to compile and present the information to satisfy the request. Screens incoming correspondence for matters which can be acted on personally and takes necessary action. Refers to supervisor those cases which the selectee is aware supervisor will want to act on personally or be made aware of. This correspondence may be of a sensitive or confidential nature to include medical records & information, personnel actions, committee, or board findings, etc. Drafts letters of acknowledgment, commendation, and reply to general inquiries not requiring a specialized knowledge of programs and projects under supervisor's control. Signs routine correspondence of a non-technical nature in the supervisor's absence. Reviews outgoing correspondence for format, policy conformance. and typographical and grammatical accuracy and ensures that all necessary background material is attached as circumstance requires. Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure; collects such information, presenting in its original form or editing and revising as necessary. Reads incoming correspondence, determines that portion requiring personal attention or policy decision by supervisor. Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject. Screens incoming documents from staff members to ensure compliance with depot regulations or for discussion at staff meetings. Composes correspondence on own initiative, based on a knowledge of superior's views and desires. Typical subjects include administrative matters, letters of acknowledgement, general office and installation policies, acceptance of invitations, and cancellation of conferences. Prepares regular and special reports such as but not limited to time/attendance, leave, and degree of use of filing space, etc. Takes meeting minutes. Composes letters, endorsements, messages, office instructions, and reports. with responsibility for sentence structure, grammar, and spelling. On own initiative, follows up on projects resulting from conferences to ensure that schedules are met and reports progress to managers. Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:30am to 4pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD80002A 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 by the closing date of this announcement, 11/28/2024. 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-7 position you must have served 52 weeks at the GS-6. 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. Typing Proficiency: You must be able to type at least 40 words per minute. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: secretarial or administrative assistant support work performing routine clerical and organizational tasks; preparing correspondence and other documents; using automated software applications such as Microsoft Office Suite (Word, Excel, and PowerPoint); answering the telephone and taking messages; scheduling appointments and updating calendars; handling incoming and outgoing correspondence; editing documents; researching directives and regulations for presentation, and maintaining files and databases. You will be rated on the following Competencies for this position: Communication Manages and Organizes Information Writing 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. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. 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.