This position is for an Executive Secretary to the Chief of Staff in the Office of Chief of Staff at the Ralph H. Johnson VA Medical Center.

Duties

Major duties and responsibilities of this position include, but are not limited to, the following: Daily or as needed meetings with supervisor discussing drafts of letters, publications, agendas for meetings appointments, methods by which problems have been or will be handled, follow-up action on delayed action and related functions. Uses a variety of methods and techniques in achieving communication with many diverse groups. He/she determines internal and external communications and contact needs, and develops programs, publications, or materials in support of staff, patients, volunteers, and others who contribute to Ralph H. Johnson VAMC's effectiveness and responsiveness. Maintains a good working knowledge of the day-to-day activities and the organizational and functional structure of the Medical Center. Prepares travel orders and makes travel and accommodation reservations as requested. Prepares travel vouchers in a timely manner after each trip has been completed and checks to ensure any reimbursement due is received. Works independently in gathering background information and preparing agendas for meetings. Attends meetings, prepares minutes, and ensures their timely distribution. If scheduling priorities arise and rescheduling is needed, independently notifies committee members of the changes via electronic mail. Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming in the office on a daily basis. Ability to readily retrieve requested data for a variety of requestors who come to the Chief of Staffs Office for assistance. Responsible for arranging meetings of the Academic Partnership Council, which included all Department Chairman of the Medical University of South Carolina. Responsible for arranging monthly meetings of the Clinical Executive Board of the Medical Center, which includes the Service Chiefs for all Professional Services under the Chief of Staffs command. Transcribes letters and other documents from tapes; systematizes office files and records within latitude permitted by Records Control System. Responsible for the costing, obligation, payment and reconciliation of the fund control points. Receives and reviews all correspondence and replies to mail. Screens all correspondence prepared for signature for clarity, completeness of reply, grammatical, and procedural correctness. Greets visitors and patients to the Office of the Chief of Staff, referring such inquires or complaints to the appropriate office; receives and screens telephone calls and visitors to the Chief of Staffs Office. Investigate complaints, initiate actions or changes necessary to rectify the situation, and reports corrective action taken to patient and/or representative. Act as patient advocate using seasoned judgement to solve problems. Work Schedule: 7:00am - 4:00pm or 8:00am - 4:30pm (Monday - Friday) Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/005820 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, 09/08/2023. 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: Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying 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: Specialized Experience (GS-08): 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: Performs a variety of administrative support duties, such distribute and control mail, refer phone calls and visitors, and provide general, non-technical information; knowledge of correspondence requirements to check for proper grammar, spelling and punctuation and to review document for conformance with formats and procedural requirements; knowledge of office procedures, filing systems and various references and handbooks commonly used in staff in order to classify, search for and dispose of materials; knowledge of substantive programs of the Office of the Chief of Staff and Director, provide authorized information from files and records, provide advice on established procedures, assemble information for use in reports, follow up on commitments made in meetings and referral of non-routine requests; knowledge of the duties, policies, commitments and goals of the Chief of Staff in order to effectively organize and manage the work of the office, i.e., scheduling appointments, reviewing mail to determine which items should be brought to the attention of the supervisor and which should be sent directly to other appropriate personnel for action; Ability to use Word, Excel, PowerPoint, calculators, overhead projectors, laptops and fax machines. In addition to meeting experience requirements, applicants for these positions must show possession of the following skills, as appropriate: Typing 40 words per minute (WPM). You will be rated on the following Competencies for this position: Clerical Problem Solving Interpersonal Skills Computer Skills Decision Making 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 places no special physical demands on the employee. The work includes some walking, standing, bending, and carrying of light items such as paper and books. 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 Ralph H Johnson Department of Veterans Affairs Medical Center 109 Bee Street Charleston, SC 29401 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]