Summary This position is located in the Veteran's Health Administration, Mid Atlantic Health Care Network (VISN 6) in the Durham VA Health Care System (VAHCS), located at the main facility Medical Center located in Durham, NC. The position is organizationally aligned in the Mental and Behavioral Health Service Line (M&BHSL). The primary purpose of this position is to serve as the principal office assistant to the Associate Chief of Staff (ACOS) for the M&BHSL. Responsibilities MAJOR DUTIES Secretarial Duties: The incumbent has primary responsibility for all clerical and administrative aspects for the house staff administration and of the Residency and Intern Program. In this capacity she/he coordinates the pay schedule for both the Durham VAHCS and Duke Medical Center paid house staff. She/he coordinates training programs of interns, residents, students and physician assistant students with respect to VA policies and procedures on leave requests, salaries, etc. Primary responsibility for the accurate preparation of all personnel action data on all Title 38 (senior staff, house staff, RN) and Title 5 employees within the M&BHSL. Will ascertain those resignations, terminations, appointments, etc., for all employees listed above are accurately completed, documented, and submitted in a timely manner into the current systems in place such as LEAF and MSS. The incumbent will perform follow-up checks on all returned service record cards and VAF- 50s to verify accuracy of submitted personnel actions against results. The incumbent will work exclusively with the Chief of Psychiatry and the ADPAC for the preparation of all application packages and personnel action information for psychiatry residents who rotate on an annual basis. The incumbent will serve as departmental subject matter expert on proper correspondence techniques. The incumbent is responsible for the review of clerical work within the M&BHSL office and other subsections (12 in total). In this regard, the program assistant will verify format, spelling, grammar and communication chain through which correspondence is routed. Incumbent will provide training to other sub- section clerical personnel with regard to preparation of letters, memorandums, etc. The incumbent will provide training to sub-section clerical personnel in preparation of fee basis forms, travel forms, physician/RN proficiency reports, and other forms as deemed appropriate. The incumbent is solely responsible for the accurate and timely preparation of various monthly, quarterly and annual reports to include the part time Physician Monitor Report, Resident Timesheet required by our Education Department and Duke Medical School, Education Tracking, Coordination of Monthly Call Schedules, annual PTSD report, and inventory of programs for the Service Line. The incumbent is responsible for preparing the Psychiatry Inpatient Call Schedule, Psychiatry PEC Schedule, and Psychiatry Transfer Schedule. VETPRO/Credentialing Duties: The duties of the Secretary are responsible in coordinating the credentialing and privileging efforts of the office of the Mental and Behavioral Health Service Line, in preparation for submission to the medical center Professional Standards Board, Human Resources Management Service and the medical center Credentialing and Privileging staff. Ensuring that all appropriate materials have been gathered and are available to the Chief, M&BHSL, and the C&P staff for their review prior to the appointment or reappointment of physicians or other professional staff. As such the incumbent will coordinate information regarding reappointments with relevant quality assurance information and is administratively responsible for maintenance of provider specific files for all physicians in the M&BHSL. Program Support Duties: Responsible for tracking all incoming and outgoing Electronic Document Management System (EDMS) request, to include notification and reminder follow ups to ensure timely submissions are entered. Review documentation for accuracy and correct signatures are included. Responsible for entering LEAF request for Request to Fill and New Position request with the assistance of the Administrative Officer, Service Line Chiefs, and other supervisors. Follow up with entering the appropriate documentation in MSS/HR Smart. Notifies assigned manager when process has been completed or needs of additional information. Serves as Back up Key Custodian. FACTOR LEVEL DESCRIPTIONS FACTOR 1: Knowledge Required by the Position The incumbent must have the ability to establish credible, professional relationships with physicians, administrators, supply and fiscal personnel, as well as other clinical administrative personnel throughout the medical center in order to successfully perform the duties required of this position. The incumbent must have knowledge of grammar, spelling, required formats, and the ability to compose non-technical, routine correspondence. Knowledge of timekeeping procedures and required documentation, federal supply ordering procedures; and a working knowledge of requesting work orders, etc. Work Schedule: Mon to Fri 08:00a to 4:30p Virtual: This is not a virtual position. Position Description/PD#: Secretary (Mental Health)/PD058610 Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 06/28/2024. 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-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: GS-6 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: performing general office work for at least one person, but also for additional subordinate staff sometimes; utilizing office automation equipment to prepare correspondence, documents, and reports; receiving and screening visitors and telephone calls; escorting/referring callers to proper personnel; taking messages and providing information; receiving and reviewing correspondence; screening correspondence for information and deadlines; using various functions of types of office automation systems such as word processing, databases, and graphic software; compiling information for and preparing a variety of recurring and one-of-a-kind detailed reports and documents. You will be rated on the following Competencies for this position: Critical Thinking Interpersonal Effectiveness Organizational Awareness Plan and organize work 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. 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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. 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.