The primary purpose of this position is to provide secretarial oversight and support in the Director's Office (VA Finger Lakes Healthcare System - Bath and Canandaigua VA Medical Centers). The incumbent reports to the Medical Center Director. The incumbent provides mentoring and coaching to other clerical/administrative staff assigned to the Director's Office and/or other areas of protocol for performing Director's Office administrative/secretarial functions.

Duties

Major Duties: Public Contact Work: Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Formal clearances are required to manage outside contacts and their impact on programs. A significant amount of time is spent in public contact work because the program/mission of the organization is so interlocked with other organizations or agencies. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Mail, Correspondence, and Reports: Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Advises the supervisor of important office issues arising during the supervisor's absence, and brings significant items in reports, files and c:orrespondence to the supervisor's attention. Maintaining Appointments, Calendars, and Schedules: Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. Determines staff who should attend meetings, or represent the organization at conferences. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings. The incumbent arranges for meeting space, speaker, and support arrangements for large conferences. This includes writing letters to the speakers and participants, arranging hotel accommodations, transportation to and from the meeting site, social arrangements, and secretarial/clerical support. Office Supplies and Equipment: Provides general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services. Consolidates equipment or service requests from various offices. Ascertains the needs of subordinate offices and coordinates the purchase of equipment and services to meet the organization's needs. Studies the various offices to determine usage's and needs and merges needs into one recommendation for the organization as a whole. Subsequently, acquires the equipment and services using procedures to procure, authorize, control, and justify these purchases. Performs other related duties as assigned. Work Schedule: Monday through Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary/07800-O Relocation/Recruitment Incentives: 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,09/07/2023 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. You may qualify based on your experience 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: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Preferred Experience: Timekeeping, labor mapping, and meeting maintenance (agendas, minutes, etc.). Incumbent should be fluent in public contact work, mail services, correspondences, reports, maintaining appointments, calendars, schedules, and office supplies. You will be rated on the following Competencies for this position: Clerical, Communications, Customer Service, and Organizational Awareness 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 items like papers and books. No special physical demands are required to perform this 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-qual

Education

There is no educational substitution at this grade level.

Contacts

• Address Bath VA Medical Center 76 Veterans Avenue Bath, NY 14810 US
• Name: Susan Malecki
• Phone: (716) 862-3293
• Email: [email protected]