The Secretary (OA) provides full administrative support/clerical support for the Chief of Staff (COS), Deputy Chief of Staff (DCOS), and Administrative Officer (AO) at the Iowa City VA Health Care System (ICVAHCS). This position also provides assistance to other members of the executive management team as needed. This is not a virtual or remote position.

Duties

Major duties include but are not limited to: Participate in the management of programs by independently performing various secretarial, clerical, and administrative duties. Exercise control of calendars such as scheduling and recording appointments, arranging for meeting and small conference administrative details, and following up on action items with appropriate staff. Arrange for meeting space and initiates meeting requests to all attendees. Establish priorities and set up, reschedule, or refuse appointments and invitations to meetings. Provide program support functions for councils, committees, and other agency programs and functions assigned. Conduct support work such as collection, compilation, research, and/or tracking of data and program information. Compile agendas for meetings using knowledge of subject and policies. Independently contacts individuals who are responsible for review/follow up items to establish and report on the status of open agenda items. Thoroughly screen calls and visitors to the Executive Office, determining which can be handled personally, and which should be referred to the Administrative Officer or elsewhere. Quickly develop information and strategies needed to deal effectively with concerns in any difficult situation. Maintain daily suspense file of items that need attention. Responsible for ensuring various reports and suspense actions are answered in a timely manner. Take initiative to compose correspondence which is both routine (following samples of previous, similar correspondence) and unique in nature (composed from facts gathered, personal knowledge, verbal communications, and sometimes sketchy documentation). Process incoming and outgoing materials such as correspondence, reports, memoranda, policy, and other forms of written communication. Work Schedule: Monday-Friday, 8:00am - 4:30pm Virtual: This is not a virtual or remote position. Position Description/PD#: Secretary (OA)/PD502870 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Bargaining Unit: No The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/04/2023. 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-08 position you must have served 52 weeks at the GS-07. 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. Proficiency Requirements: In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Applicants must meet the proficiency of 40 words per minute typing speed. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; independently planning and/or organizing activities of an office; serving as liaison between offices and/or sections; handling requests for information and assisting in resolving complaints. You will be rated on the following Competencies for this position: Attention to DetailInterpersonal SkillsOrganizational AwarenessTeamworkWriting 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. 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 Iowa City VA Health Care System 601 Highway 6 West Iowa City, IA 52246 US
• Name: Michael Kelly
• Phone: 612-467-3398
• Email: [email protected]