Secretary

Summary

The position serves as secretary to the hospital housekeeping officer (Chief - Environmental Management Service) at the VA. St. Louis Health Care System. The Environmental Service Maintains 1.8 million square feet of cleanable space over two division facilities - the John Cochran Division and the Jefferson Barracks Division.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/07/2026. 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. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: FAC-Cor Level 1 for contract support. 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/.

Duties

• Receives and screens visitors to include varying levels from local leadership - community partners and stakeholders - and central office level visitors
• Receives incoming telephone calls for the Hospital Housekeeping Officer
• takes concise messages
• answers questions concerning established policy and uses personal judgement in determining whether supervisor should interrupted - or caller referred to other key personnel
• discerns and assigns priority to urgent calls and notifies appropriate persons for immediate actions
• Arranges for conferences/meetings - including such matters as location - schedule - agendas - and attendance lists
• Assembles background material for the Hospital Housekeeping Officer in preparation for briefings - meetings - and other presentations by preparing charts - and assembling and organizing documents and material
• Maintains the Environmental Management Service and Hospital Housekeeping Officer's calendars and schedules appointment and meetings upon own initiative based upon personal knowledge of the workload and current issues of importance
• Reminds supervisor of appointments and briefs supervisor on the matters to be considered before the scheduled meeting
• On own initiative reschedules appointments when it becomes apparent that supervisors will not be able to meet previous schedules
• Receives and reviews all incoming correspondence and determines that which require personal attention
• determines those that can be acted upon personally and takes necessary actions
• Maintains proficiency with office automation computer software and hardware typing a variety of technical material - reports and correspondence from longhand drafts or brief notes into final form - checking for clerical accuracy and completeness of data for correct spelling - punctuation - and grammar
• Organizes and maintains office files of various correspondences - such as committee minutes - congressional and other oversight letters - reports - statistics - budget information - authorization letters - etc
• Maintains an accurate inventory of record created and stored by the service
• Serves as the Automated Data Processing Application coordinator (ADPAC)
• As the ADPAC - the incumbent assists managers/staff in computer and printing issues
• Monitor Vista menus and ensures all managers and staff have the appropriate menus to perform their duties
• assists managers/staff in obtaining - managing - and deleting Vista menu options and assists new employees in setting up their new computer
• Serves as the backup Contract Officer Representative (COR)
• Monitors contractors progress in performing tasks - compiles inspection reports and recommends contract terminations or modifications
• Maintains communication between EMS - VISN contracting Officer(s) - and Contractor
• Keeps records - maintains administration records - performance agreements - compliance inspection reports - and approves invoices
• Performs programmatic and acquisition-related pre-award activities such as the preparation of requisitions - acquisition plans - market research reports - work statements (ie - Performance work statements - quality assurance surveillance plans - independent government cost Estimates) - source selection plans
• justification and approval for other than full and open competition
• and instructions to offerors and evaluation factors
• Work Schedule: 7:30am-4:00pm Monday-Friday Virtual: This is not a virtual position
• Remote: Not Authorized
• Position Description/PD#: Secretary/PD096500 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized