This position is located in Nursing Professional Services (NPS) Administrative Office, VA Portland Health Care System (VAPORHCS) and is the primary administrative assistant to the Associate Chief Nurse Executive (ACNE). The NPS Administrative Office is responsible for the oversight of professional nursing practice for over 1400 nursing professional staff working throughout 5 Strategic Business Units (SBU), including 18 divisions, providing nursing care at 13 sites.

Duties

Major Duties: Works in a highly independent capacity to perform administrative work, which includes management of the Directors' schedules or day-to-day plans. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Reviews, maintains and disseminates technical reports received for actions. Schedules appointments, coordinates meetings, and/or schedules conferences for all three Division Directors. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the DHSM Executives. As confidential assistant, establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. Makes travels arrangements for Division Directors and other members of the Directors' staff or visitors as needed. Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management and performs support work in each of these areas. Maintains communications with persons and groups from both within and outside the organization. Receives and directs callers and visitors to the administrative office to the appropriate staff member. Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. Screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention. Routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday to Friday, 7:30 am - 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD216750 and PD216760 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 within 30 days of the closing date of this announcement, 08/22/2023. 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 within 30 days of the closing date of this announcement. For a GS- 6 position, you must have served 52 weeks at the GS-5. 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 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; examples of specialized experience would typically include, but are not limited to: Update office documents, standard operating procedures (SOP) and related materials. Retrieve data, create queries, gather information from various data sources, and develop reports. Maintain tracking logs for action items, department suspense items, and transaction records. Skilled in utilization of Microsoft software package (Outlook, Word, Excel, and Access). Ensure accurate transmission of data and manage multiple SharePoint sites. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. GS-7: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-06; examples of specialized experience would typically include, but are not limited to: Initiate purchases, including sole source procurement and catalog purchases; event planning on and off site, prepare agendas, and make arrangements for committee retreats and other meetings; update office documents, standard operating procedures (SOP) and related materials. Retrieve data, create queries, gather information from various data sources, and develop reports. Maintain tracking logs for action items, department suspense items, and transaction records. Skilled in utilization of Microsoft software package (Outlook, Word, Excel, and Access). Ensure accurate transmission of data. Timekeeping, process travel, and tuition requests, manage multiple SharePoint Sites. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. You will be rated on the following Competencies for this position: Attention to DetailCommunicationCustomer Service (Clerical/Technical)Manages and Organizes InformationReasoning (Clerical/Technical) 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 mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required. Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability. 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Emily E Hammond
• Phone: 208-422-1000 X4835
• Email: [email protected]