Secretary (OA) @ Veterans Health Administration

Job Summary

The incumbent will serve as the Administrative Support Assistant in the Pathology and Laboratory Medical Service and provides technical and administrative assistance to the Chief of Pathology and Laboratory medicine, staff Pathologists, Lab Manager, Chemistry, Microbiology, Blood bank, Hematology/ Flow cytometry and anatomic pathology supervisors. The incumbent is often required to exercise independent judgement in responding to inquiries and management actions requiring immediate attention.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/26/2026. 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 GS06 position you must have served 52 weeks at the GS05. 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 GS05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Clerical/administrative support in a CLINICAL OFFICE setting performing the following duties: Uses computers, software applications, databases, and automated systems to accomplish work; Works with clients and customers to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services; Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms; Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately; Knowledge of the uses of database management systems and software to control the organization, storage, retrieval, security, and integrity of data.

Typing Requirement: Applicants for this position must show possession of the (typing) proficiency requirement which is 40 words per minute typing speed. 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/.

Major Duties

• Major duties include, but are not limited to the following: Prepares editorial correspondence in accordance with the associated guidelines with includes extensive medical terminology, formulas, graphs, and charts.
• Enters CPT coding into VISTA from pathology reports in order to provide statistics and to support correct billing.
• Alert the pathologists regarding discrepancies in CPT codes discovered.
• Reviews the billing from the Reference laboratory for discrepancies and accurately.
• Accurately reconciles all errors and contacts all reference labs including the University laboratory, ARUP, Ann Arbor and other VA medical centers.
• Acts as lFCAP clerk back up to pay bills in a timely manner and updates official Budgetary Contract tracker.
• Works closely with the Lab Manager to ensure adequate monetary coverage for all contracts.
• Coordinates the compilation of quality assurance information for review by the Chief of PALMS.
• Prepares material for pathologists to use in Weekly Tumor Board meetings and disseminates to all providers.
• Interprets surgical, cytology and related reports so the pathologists will have all the pertinent reports for use in the Tumor Board.
• Prepares slides and reports for tracking so they can be mailed through UPS at the request of the patient or provider.
• Transcribes dictation of PALMS surgical, cytology, and autopsy reports and written material from the Chief and other staff physicians including reports, official correspondences, inter-office memorandums, conference minutes etc.
• Transcribes clinical histories, gross, microscopic and diagnoses for surgical, cytology, autopsy and other pathology specimens.
• Acts as a Timekeeper (for the service line/department) and serves as ADPAC support.
• Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information.
• Screens calls and personally answers calls when the requested information concerns routine and procedural requirements.
• Screens the supervisors' and staff members' calls and determines if the call requires their attention.
• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
• Reviews outgoing correspondence and reports for accuracy and completeness, prepares public presentation outlines, etc.
• Schedules meetings, appointments, and conference calls as requested.
• Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required.
• Obtains and monitors the use of services; supplies, or equipment for the office.

Work Schedule: Monday - Friday; 8:00 am - 4:30 pm. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD019450 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical

Requirements

The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.