Secretary (Office of the Director)

Veterans Affairs, Veterans Health Administration

Job Description

Summary

The incumbent acts as an office manager for the Medical Center Director, whose primary responsibility is to provide administrative and clerical support to top management.

Responsibilities

Incumbent interprets objectives, sets priorities, and conducts activities in the director's office to provide a smooth and effective operation. Duties include, but are not limited to: · Receives and establishes controls for all complexity of correspondence for the Director; assigns to appropriate staff for written responses.

· Screens all correspondence prepared for the Director for clarity, completeness, and grammatical appropriateness.

· Acts as clerical support for committee chaired by the medical center director.

· Schedules appointments, coordinates meetings, and/or schedules conferences.

· Obtains and monitors use of services, supplies, and equipment for the office.

· Responds to administrative problems relayed by staff members or management officials outside the organization/agency.

· Schedules regular and special meetings, takes minutes, tracks and ensures all action items are assigned and a completed response is sent timely. Work Schedule: Monday - Friday, Full-Time, Day Shift

Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not authorized

Financial Disclosure Report: Not required

Requirements

Conditions of Employment

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/23/2020. 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-9 position you must have served 52 weeks at the GS-8. 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. 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-8) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: independently organizes and plans the activities of an office; maintains suspense systems to ensure items assigned for action are completed and submitted on time; serves as liaison between offices and/or sections; reviews correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility; and meets and works with individuals at different organizational levels and persons of diverse backgrounds. You will be rated on the following Competencies for this position:

Administration and ManagementManages and Organizes InformationManages ResourcesOrganizational AwarenessWritten Communication 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 mostly sedentary.

Education

There is no educational substitution at this grade level.

Additional Information

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. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.

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