Secretary (OA)
Physical Medicine and Rehabilitation Service (PMRS) activities are widely distributed between several areas and geographic locations, which adds to the complexity of coordinating administrative tasks. Incumbent requires a thorough knowledge and understanding of Physical Medicine Rehabilitation Services administration and all associated programs The Secretary incumbent, functioning as the principal office assistant to the Chief and Administrative Officer of PMR, is responsible for direct interaction with all customers of the PMR Sections including patients, patient family members, caregivers and all staff at the West Palm Beach VA Medical Center. Incumbent assists others within the Service that serves as Telephone Liaison, Consultation Liaison and Coordinator for the Talent Management System (TMS). Major duties include but are not limited to:
Receives visitors and telephone calls to the Chief's Office/PM&R Administrative Officer independently determining the method of channeling such communications to the proper destinations, completing some business personally. Compiles information and data for presentation of reports requiring the signature of the Chief of PMRS. Compile and complete:
PM&R General Staff Meeting Minutes. Report of Residents Timesheet, Residency Package with Checklist for Chief Signature and submit quarterly data to IRMS Review Report. Fulfills requests for information about functions vital to PM&R and independently provides responses from source material. Independently operates within and maintains the budget allotted to pay the PM&R monthly bill(s) to vendor(s). Uses the IFCAP system in VISTA for purchasing and accounting procedures. Assists the Administrative Officer (AO) by maintaining accurate documentation for determining the budget needs for each fiscal year and inventory control of CMR equipment in accordance with Logistics regulations. Utilizes vista equipment and turn in menu to enter transactions as requested by Chief or Supervisors. Receives, reads all incoming mail, including electronic mail, Government directives, publications and any correspondence pertinent to PM&R Service. Independently takes necessary action where applicable to those requiring the personal attention of the Chief / AO. Edit mail groups established by PM&RS when advised or know of any changes. Types correspondence, letters, memorandums, etc. Types all correspondence and reports to be forwarded to the Director or Chief of Staff, as well as those going to Central Office, in accordance with government regulations. Coordinates necessary material and information under supervision of the Chief/AO PM&R checking for correct grammatical usage and preparing folders for filing of related material as necessary. Maintains the Chief's appointment calendar and schedules conferences, meetings. Prepares records of such meetings for the edification of the Chief, PM&R. Reminds Chief of appointments. Schedules use of PM&R Conference Room. Posts, reviews and clear exceptions for timecards. Enters corrected timecards as needed and when advised by payroll. Views leave requests entered and advises staff when entered incorrectly. Serves as Live Process Coordinator - Authorized to input staff in this system to receive alerts and be contacted with the Mass Group should there be an emergency. Also sets up so that staff can edit their contact information. Enters work orders (for equipment repairs, movement of furniture, etc.) in Vista/Leaf Portal and provide copies of same to requestor. Serves as telephone Liaison - Enter and updates telephone extensions, pagers, room numbers of PM&R staff. Serves as PIV Sponsor - Authorized to complete the process for PIV form for staff obtaining new and re-issuance of PIV badge. Takes annual training to obtain and maintain certificate. Serves as ADPAC Liaison - Orientation of new staff on employee menu to request leave, etc. familiarize with e-mail and introduction to CPRS. Work Schedule:
Monday-Friday 8:
00 A.M.-4:
30 P.M. Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD01308 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, 11/26/2020. Please note:
this position is open to Current, Permanent West Palm Beach VA Employees. You may qualify based on your experience and/or education as described below in addition to meeting the typing requirement:
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:
Typing/composing general replies to correspondence. Organizing and maintaining files and office records. Completes minutes at meetings. Knowledge of Computer programs, software, spreadsheets and data base programs. . Scheduling appointments and meetings. Compiling statistics for all monthly and quarterly reports. Timekeeping. 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. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school OR, Combination:
.Applicants may also combine education and experience to qualify at this level. Only education in excess of 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. AND, OA- Typing Requirement:
You must be able to type at least 40 Words Per Minute to qualify for this position (must be documented in resume). You will be rated on the following Competencies for this position:
Administration and ManagementCommunicationsComputer LanguagesCustomer ServiceWriting 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 of this position is primarily sedentary with some lifting and carrying of computer reports, boxes etc. 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.
Receives visitors and telephone calls to the Chief's Office/PM&R Administrative Officer independently determining the method of channeling such communications to the proper destinations, completing some business personally. Compiles information and data for presentation of reports requiring the signature of the Chief of PMRS. Compile and complete:
PM&R General Staff Meeting Minutes. Report of Residents Timesheet, Residency Package with Checklist for Chief Signature and submit quarterly data to IRMS Review Report. Fulfills requests for information about functions vital to PM&R and independently provides responses from source material. Independently operates within and maintains the budget allotted to pay the PM&R monthly bill(s) to vendor(s). Uses the IFCAP system in VISTA for purchasing and accounting procedures. Assists the Administrative Officer (AO) by maintaining accurate documentation for determining the budget needs for each fiscal year and inventory control of CMR equipment in accordance with Logistics regulations. Utilizes vista equipment and turn in menu to enter transactions as requested by Chief or Supervisors. Receives, reads all incoming mail, including electronic mail, Government directives, publications and any correspondence pertinent to PM&R Service. Independently takes necessary action where applicable to those requiring the personal attention of the Chief / AO. Edit mail groups established by PM&RS when advised or know of any changes. Types correspondence, letters, memorandums, etc. Types all correspondence and reports to be forwarded to the Director or Chief of Staff, as well as those going to Central Office, in accordance with government regulations. Coordinates necessary material and information under supervision of the Chief/AO PM&R checking for correct grammatical usage and preparing folders for filing of related material as necessary. Maintains the Chief's appointment calendar and schedules conferences, meetings. Prepares records of such meetings for the edification of the Chief, PM&R. Reminds Chief of appointments. Schedules use of PM&R Conference Room. Posts, reviews and clear exceptions for timecards. Enters corrected timecards as needed and when advised by payroll. Views leave requests entered and advises staff when entered incorrectly. Serves as Live Process Coordinator - Authorized to input staff in this system to receive alerts and be contacted with the Mass Group should there be an emergency. Also sets up so that staff can edit their contact information. Enters work orders (for equipment repairs, movement of furniture, etc.) in Vista/Leaf Portal and provide copies of same to requestor. Serves as telephone Liaison - Enter and updates telephone extensions, pagers, room numbers of PM&R staff. Serves as PIV Sponsor - Authorized to complete the process for PIV form for staff obtaining new and re-issuance of PIV badge. Takes annual training to obtain and maintain certificate. Serves as ADPAC Liaison - Orientation of new staff on employee menu to request leave, etc. familiarize with e-mail and introduction to CPRS. Work Schedule:
Monday-Friday 8:
00 A.M.-4:
30 P.M. Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD01308 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, 11/26/2020. Please note:
this position is open to Current, Permanent West Palm Beach VA Employees. You may qualify based on your experience and/or education as described below in addition to meeting the typing requirement:
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:
Typing/composing general replies to correspondence. Organizing and maintaining files and office records. Completes minutes at meetings. Knowledge of Computer programs, software, spreadsheets and data base programs. . Scheduling appointments and meetings. Compiling statistics for all monthly and quarterly reports. Timekeeping. 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. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school OR, Combination:
.Applicants may also combine education and experience to qualify at this level. Only education in excess of 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. AND, OA- Typing Requirement:
You must be able to type at least 40 Words Per Minute to qualify for this position (must be documented in resume). You will be rated on the following Competencies for this position:
Administration and ManagementCommunicationsComputer LanguagesCustomer ServiceWriting 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 of this position is primarily sedentary with some lifting and carrying of computer reports, boxes etc. 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:
$37,193 to $48,353 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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