This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA),at the Sheridan VA Health Care System, in the Executive Leadership Suite. The primary purpose of this position is to provide programmatic and administrative support to the Executive Leadership Team including Medical Center Director, Associate Director, Chief of Staff, and the Executive Staffers.

Duties

The incumbent has an important role in supporting daily coordination of operational activities within the ELT services and works with other staff/services to assist with strategic plans, utilization of budget call programs, identify areas of opportunity and resolve problems. The incumbent is responsible for interpreting policies, setting agendas, coordinating schedules. The incumbent is responsible for representing the ELT at all levels of daily management system within the front office and at the service level. Creates, edits, retrieves, stores, prints and routes a wide range of documents in final form from handwritten drafts and electronic mail. The incumbent assembles agenda for committees under the jurisdiction of the ELT. The incumbent assembles agenda and subsequent minutes for assigned executive level board meetings and VISN-level committees. Provides customer service to all front office visitors including veterans, their representative(s), visitors and all VA employees. The incumbent will serve as first contact to all visitors and will independently determine the nature and location of the visit and direct accordingly. The incumbent will attempt to handle conflict at the lowest level and will deal with the customer constructively and appropriately. The incumbent will serve as the patient advocate representative for the ELT. Screens calls and determines the nature and priority of the communication and decides whether the call requires the attention of members of the ELT or can appropriately be referred to another staff member. Answers most questions and completes most business involving established policy or routine matters without referring the inquiry to the ELT or other key staff. Screens all correspondence prepared for the ELT and/or Executive Staffers signature for clarity, response completeness, grammatical and procedural correctness, returns inadequate submissions with instructions for completion. Signs routine correspondence and specified procedural authorizations in the name of the ELT as instructed. Screens material prior to distribution for suspense dates; replies to mail not requiring higher level review or where established policy exists, routes matters requiring action by services without further review by the ELT, manages assignment and response of multi-disciplinary action items; ensures that actions are completed within prescribed time frames; maintains record of communication of above items. In the absence of the ELT, the incumbent is responsible for ensuring requests for action or information which would normally receive the ELT's attention are made known to the appropriate staff member. Schedules appointments and makes commitments for ELT to attend meetings without prior approval. Personally handles many appointments and requests for information, referring those of a medical or technical nature to the appropriate subordinate services. Scrubs and deconflicts schedules. Involves ELT if there is a conflict. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Provides general clerical support services such as answering the telephone, referring visitors, or providing information about the facility; specifically, the Executive Leadership Suite, 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 supervisor and staff member calls and determines if the call requires their attention. Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g., status of reports, suspense dates, procedural requirements). Refers customer to appropriate service based upon type of assistance needed. 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: M-F 7:30a to 4:00p Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD124530 and PD124520 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 08/28/2023. 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-7 position you must have served 52 weeks at the GS-6, and 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. Specialized Experience GS-07: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of the professional and administrative services of the Medical Center as they relate to the clerical and administrative support functions. Knowledge of the office filing system and various references and program goals of the professional and administrative services, VISN and VA Headquarters circulars and directives. Knowledge of correspondence procedures and requirements of various reports. Knowledge of substantive health programs of the VA as they relate to the administrative functions of the office sufficient to screen requests for information, personally provide authorized information from files and records or advice on established procedures, assemble information for use in reports, follow up on commitments made in meetings and refer non-routine requests to the appropriate staff members. Knowledge, flexibility and experience to interface with the various clinical and administrative service and with visiting survey teams. Ability to quickly provide data needed by the survey teams. Specialized Experience GS-8: 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: Knowledge of the professional and administrative services of the Medical Center as they relate to the clerical and administrative support functions. Knowledge of the office filing system and various references and program goals of the professional and administrative services, VISN and VA Headquarters circulars and directives. Knowledge of correspondence procedures and requirements of various reports. Knowledge of substantive health programs of the VA as they relate to the administrative functions of the office sufficient to screen requests for information, personally provide authorized information from files and records or advice on established procedures, assemble information for use in reports, follow up on commitments made in meetings and refer non-routine requests to the appropriate staff members. Knowledge, flexibility and experience to interface with the various clinical and administrative service and with visiting survey teams. Ability to quickly provide data needed by the survey teams. Ability to plan effectively and to organize for work to achieve the goals of the office. Ability to establish effective working relationship with Medical Center management clinical/administrative staff. Knowledge of the requirements of the Privacy Act, Freedom of Information Act; and information protected by 38USC 33-05. Comprehensive knowledge of administrative and office management techniques and procedures. The ability to type is mandatory. Skill in taking comprehensive meeting minutes/notes, operating multiple software programs, a printer and copy/fax machine. You will be rated on the following Competencies for this position: ClericalCustomer ServiceInterpersonal SkillsTechnical Competence 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 primarily sedentary however, requires carrying objects such as files, books, recycling and binders. Incumbent must be able to lift 30 pounds. 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 Sheridan VA Medical Center 1898 Fort Road Sheridan, WY 82801 US
• Name: Erin Brooks
• Phone: 720-723-4803
• Email: [email protected]