The incumbent provides administrative support and is primarily assigned to the DCOS, Nashville. Administrative support to other Executive Leadership Team members is part of each executive secretary's responsibilities at TVHS. ELT members are comprised of the Executive Director, Deputy Director, Chief of Staff, Associate Director Patient Care Services, Associate Directors, and all Deputies. Assists with problems and inquiries received from other staff within the organization.

Duties

Office Management The incumbent may be asked to provide administrative assistance to other ELT members as necessary. Keeps the Deputy Chief of Staff, Nashville (DCOS) and ELT members informed of important details of the office where failure to acknowledge might impair the effective operation of the organization. Screens all calls and visitors, answers most questions based on established policy and handles business of a routine nature without referring individuals to the DCOS, Nashville or other ELT members. Prepares correspondence, reports, and other documents by policies established by the Office of the Executive Secretariat. Reviews incoming documents ensuring grammar, spelling, capitalization, punctuation, and format following policy. A qualified typist is required with a typing speed of 40 wpm. Makes all travel arrangements to include but not limited to preparation of travel vouchers, the reservation of airline tickets, rental car, ground transportation and lodging. Assembles material required for scheduled meeting or travel. Requires knowledge of VA's current travel and expense system. Incumbent may participate in visits to other TVHS campuses or other facilities. Resolves automation problems for DCOS, Nashville office as problems arise and works closely with resolving service to ensure problem is resolved. Mail, Correspondence and Reports Records, types, and distributes meeting minutes, ensuring compliance with current policy and conducts follow up as needed. Types notes of conferences and gives copies to participants who are expected to act, ensures schedules are met, and reports progress to managers. Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure. Collects such information, presenting in its original form or editing and revising as necessary. While reading incoming correspondence, determines the portion requiring personal attention or policy decision by the ELT members and/or the DCOS, Nashville. Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject. Presents information for use by the superior when making speeches or presentations to local community civic and welfare groups. Accurately summarizes information from files and documents when this requires recognizing which information is not relevant to the problem at hand. Accurately composes non-technical correspondence on topics such as office procedures, requests for information, and letters of acknowledgement, commendation, or notification. Review, log receipt, and distribute incoming and outgoing red folders, and correspondence addressed to the DCOS, Nashville office to include classified/sensitive paperwork and matters of confidentiality and sensitivity; reviews and prepares replies to official. Serves as back up for assigned suspense distribution. Receives, reviews and suspenses action trackers in the VISN 9 Share point, PATS-R system, and any established system to track important action items for TVHS. Performs technical quality review of submissions to verify grammar, content meets suspense requirement, formatting meets federal guidelines, and routes for approval through ELT members and to the DHSD or HSD. Maintain Appointments, Calendars & Schedules The incumbent maintains the Nashville DCOS's daily calendar, making appointments and arranging conferences and meetings while exercising exclusive control over the commitment of time. On own initiative, arranges such meetings by reserving space, setting the specific time, and establishing electronic notices using available audio and video tools. If necessary, arranges for transportation and lodging for participants. Incumbent transmits agenda and all necessary background material to participants and advises them of the topics to be discussed. The incumbent gathers material for use in reports, presentations, and speeches for the DCOS, Nashville. This includes maintaining a file of visual aids for use in presentations and making all arrangements for the presentations. Work Schedule: Monday through Friday 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Executive Secretary to Deputy Chief of Staff Nashville/PD106173 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/21/2023. 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-8 position you must have served 52 weeks at the GS-7. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Higher level secretarial duties providing support functions to executive staff; welcoming and announcing office visitors; informing executive level staff of pending priorities and informing them of upcoming meetings; preparing correspondence, reports and other documents for review, reviewing incoming documents and distributing them as required; checking documents for correct grammar, spelling, capitalization and format; making travel arrangements and reservations, taking detailed notes and transcribing for future use, scheduling meetings and maintaining office calendars, appropriately filing and maintaining office documents, ordering office supplies and maintaining office suspense files. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningClericalCommunicationComputer Skills 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light item like papers or books. 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.

Contacts

• Address Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Michael Helton
• Phone: 615-582-2884
• Email: [email protected]