This position is organizationally located in the Executive Office of the Associate Director at VA Pittsburgh Healthcare System (VAPHS). The purpose of the Secretary is to provide a variety of administrative, clerical, and organizational support activities that facilitate the workflow of the ELT Offices. They also ensure the practices used by secretaries in all subordinate offices are consistent with those of the Executive offices.

Duties

Clerical/Administrative Support: Manages the flow of information to and from the Executive offices. Responsible for serving as personal administrative assistant to the ELT member involving a wide range and variety of administrative and secretarial duties. Establishes and maintains files of correspondence and documents. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes and edits letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Screens all incoming mail, publications, directives, and periodicals. Assures that policies, memorandums, and other materials submitted are formatted properly, contain no spelling or grammatical errors and clearly articulate information. Reviews all outgoing correspondence for grammatical content, accuracy, conformance to VA correspondence format, established policies, and protocols for routing. Prepares draft documents and routes correspondence for signature. Establishes suspense files for pending actions. Prepares the agenda and minutes for multiple meetings. Solicits and coordinates materials prior to meetings and maintains files of all minutes. Serves as the SharePoint administrator for the ELT member's SharePoint page. Assists with personnel functions such as scheduling grievance meetings, arbitrations, consultations with HR, OGC, etc. Performs special projects as assigned such as process improvement projects, taskforce, or committee appointments, preparing presentations, requesting, and reviewing remarks prepared by public affairs, and completes literature searches. Prepares travel requests and authorizations in leaf and concur and makes all necessary travel arrangements for supervisor and other front office staff, including airline and hotel reservations, training requests, travel vouchers, and other pertinent information. Serves as Timekeeper for the Executive Offices. Office Operations Commits ELT to attendance and participation in meetings and conferences. Makes complete arrangements for staff meetings, conference, special meetings. Receives, schedules, refers, contacts, and generally manages telephone or personal contacts that include patients, visitors, staff, agency, and personnel, VISN Offices, or Central Office; external agencies (e.g., Joint Commission, IG, GAO); Veterans Service Organizations; Congressional Offices; federal, state, or local officials; attorneys; University personnel; news media; etc. Enters Patient Advocate Tracking System tickets. Orders office supplies and equipment, enters work orders in Vista and SharePoint, is the ADPAC, is responsible for key requests, is a PIV Sponsor and a TMS administrator. Maintains all emergency management plans (such as the fire escape plan, DERP and COOP) and is responsible for documenting attendance in the event of an evacuation. Completes monthly environment of care rounds in the Executive suite and reporting findings and developing remediation plans. Responsible for the Report of Survey program, ensuring that Boards of Survey are timely assigned and provide timely responses. Maintains Time and Attendance Reports. Obtains, organizes, files, and retrieves reports, correspondence, and data for use in reports, briefings, meeting, etc. Prepares agendas and takes minutes from meetings and ensures the minutes appropriately prepared, signed, posted, and distributed in a timely manner. Maintains an automated tracking system to ensure that projects and reports meet deadlines. Maintains service line folders, employee folders and standard committee folders for filing. Assists in preparing the Executive for welcoming remarks, brief speeches, and award presentations. Office Automation: Performs word processing work, whether from voice recordings or written material on a personal computer. Integrates several types of software to generate specific working documents and forms, such as: spreadsheet, database, word processing, desktop publishing, graphics, and other similar products. Selects appropriate system, application, and formats. Controls all documents posted to the Share Point, which includes policies, procedures, minutes, and standards of care. Performs other related duties as assigned. Work Schedule: Monday - Friday 8:00am - 4:30pm Compressed/Flexible: not authorized Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: Secretary - Associate Director/PD028590 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 by the closing date of this announcement, 09/15/2023. 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. 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: Specialized Experience: 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: reviewing timecards, screening phone calls, scheduling meetings and provide technical support for conference calls and webinars, organize, maintain electronic files, policies and standard operating procedures, prepare, review and route correspondence, maintain committee rosters and minutes, manage complex databases and support systems, assist with the collection and dissemination of reports. Proficiency Requirement: Selectee must be able to type 40 words per minute (Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test). You will be rated on the following Competencies for this position: Computer SkillsCustomer Service (Clerical/Technical)Interpersonal SkillsManages and Organizes Information 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 or books. No special physical demands are required to perform the 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-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Christene Ammoscato
• Phone: (570) 824-3521 X24536
• Email: [email protected]