Provides administrative support to the Office of the Associate Director and the assigned Staff Assistant to the AD, at the Central Texas Veterans Health Care System (CTVHCS), Temple, TX. Serves as principal clerical and administrative support position to the Associate Director and carries out and coordinates all clerical and day-to-day administrative support activities which are typically required to accomplish the work and objectives of the office.

Duties

Major Duties as Assigned, but not limited to: Reports and Correspondence - Establishes and maintains logs showing the status of actions and correspondence. Ensures that files include all required documents and all documents are properly signed. Responds to routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance and similar information readily available from files. This may involve determining whether or not to release the information and the requester's authority to receive the information. Receives incoming correspondence, screening material prior to distribution for suspense dates, establishing controls and following up with appropriate administrative staff as needed. Operates personal computers to access VA software applications as well as various types of software (Excel, Outlook, Access, PowerPoint, etc.). Performs data entry, develops and designs PowerPoint presentations, databases, spreadsheets, etc., as required by the Office of Associate Director. Administrative Support - Performs a variety of administrative support duties, such as making extensive travel arrangements; making complete arrangements for large conferences; composing complex and technical correspondence, locating and assembling information for various reports, briefings, and conferences; following up with staff members to ensure various commitments made at conferences and meetings are met; assembling and coordinating narrative and tabular material, etc. A qualified typist is required. Responsible for coordinating and entering recruitment requests into HR systems for the Office of the Associate Director. Performs primary timekeeper duties for the Office of the Associate Director and those individuals reporting directly to the Associate Director, that include posting of time, monitoring leave balances, ensuring exceptions are cleared and timecards are completed and signed in a timely manner. Calendar and Meeting Coordination - Manages the calendar of the Associate Director and the Staff Assistant to the Associate Director. Makes appointments based on personal knowledge of the schedule and commitments of the Office of the Associate Director. Reschedules and rearranges appointments as independently needed. This always involves multiple service chiefs and multiple logistical problems, requiring the incumbent to exercise initiative and creativity to accomplish. Makes necessary arrangements for broadcasting through CCTV or V-tel, travel, schedules of visits, reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports. Takes and transcribes minutes of meetings chaired by the staff in the Office of the Associate Director, including Administrative Executive Council (AEC), Executive Resource Committee (ERC), and Weekly Clinical Leadership meetings. Requests and receives data for AEC and ERC. Communication and Diplomacy - Receives visitors and telephone calls to the Office, determines the nature of requests and directs callers to appropriate staff. Screens callers as appropriate. Provides the information desired when routine or procedural matters are involved. Serves as patient representative and demonstrates creativity and initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction. Ensures all actions and interactions are within the guidelines of VHA and Center directives and policies regarding cultural diversity, prevention of sexual harassment, EEO, etc. by executing assigned duties and responsibilities in a professional, appropriate manner. Processes EEO complaints, grievances, and alternate dispute resolutions. Adheres to Center policies and procedures as well as provisions of the VA-AFGE Master Agreement and local agreements. Training and Travel - Requests, records, and reports all training received by the Associate Director. These duties include: preparing request for funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement; and preparing training reports for inclusion in the employee's Official Personnel File. Serves as the administrator and coordinator for the tracking of education and mandatory training utilizing VA's Talent Management System (TMS), Virtual VA e-health University (VeHU), and other software and databases which contain and track employee educational activities Monitors, coordinates, and documents mandated training for the Associate staff. Work Schedule: Monday through Friday, 8:00 am to 4:30 pm, occasional weekend as needed. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD674-8165-O 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, 09/14/2023. 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. In addition to meeting the Time-In-Grade requirement above, you may qualify based on your experience as described below: Specialized Experience: You must have one (1) 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 as making extensive travel arrangements; making complete arrangements for large conferences; composing complex and technical correspondence, locating and assembling information for various reports, briefings, and conferences; following up with staff members to ensure various commitments made at conferences and meetings are met; assembling and coordinating narrative and tabular material, etc.; Use TMS, Word, Excel, PowerPoint, calculators, V-tel, overhead projectors, laptops, and fax machines; Operate personal computers to access VA software applications; Utilize various types of software (Excel, Outlook, Access, PowerPoint, etc.); Perform ADPAC duties and submits Work Orders; Receives incoming correspondence, screening material prior to distribution for suspense dates, establishing controls; Distribute and control mail; Recognize or uses correct English grammar, punctuation, and spelling; communicates information; Supports teamwork, communication, and the mission; Resolves consumer problems expeditiously to ensure a high level of customer satisfaction; Serves as patient representative and demonstrates creativity and initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction; Answer and refer phone calls and visitors; Makes necessary arrangements for broadcasting through CCTV or V-tel, travel, schedules of visits, and reservations. You will be rated on the following Competencies for this position: Administration and Management Applies Technology to Tasks Customer Service Flexibility Writing 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 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 VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]