Secretary (OA) receives telephone calls and visitors from VA headquarters, VISN, members of Congress/Congressional staff members, executives in private enterprise, contractors, VA staff, union representatives, etc. Provides administrative assistance and coordinates with tasked parties to assemble appropriate responses. Replies to taskers requiring responses. Manages executive email inbox for the assigned directorate. Assigns Items to appropriate personnel or organization for action/response.

Duties

Duties include but are not limited to: Maintains supervisor's calendar of events, reminding him/her of appointments, furnishing briefs of subject matter and/or purpose of meeting. Makes appointments for the supervisor and having complete authority for commitments of time. Accepts or declines invitations for the supervisor and makes arrangements for subordinate personnel to handle matters on varied subjects. Provides administrative assistance to and coordinates with tasked parties to assemble appropriate responses. Replies to taskers requiring responses from several different functional areas. Manages the executive team member's email inbox for the assigned directorate. Assigns Items to the appropriate personnel or organization for action/response. Establishes internal suspense's and maintains log of open taskers to aggressively manage the process to meet suspense dates. Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs. Conducts various interviews, data gathering, flow charting, and similar studies to assess administrative performance of programs and Services, and assists in developing recommendations to resolve administrative issues or problems within the Services. Establishes and maintains a computerized tracking system on SharePoint for all congressional correspondence and ensures Service Chiefs are aware of and follow-up regarding due dates. Completes other duties as assigned. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: 7:30 AM - 4:00 PM Monday - Friday 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. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD072260 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO): 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, 09/18/2023. 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. 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-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: Establishes and maintains internal task suspense log and managing meet suspense dates. Provides administrative assistance to coordinate with tasked parties to assemble appropriate responses. Drafts and reviews all written correspondence for accurate spelling, grammar, punctuation for accuracy. Maintains supervisor's calendar of events providing appointment reminders, furnishing briefs of subject matter and/or purpose of meeting. Schedules supervisor appointments with authority for time commitment, along with calendar adjustment due to unforeseen circumstances. Creates, processes and/or tracks personnel actions as assigned. Serve as a time-keeper or back-up timekeeper for service. Gathering and analyzing data and developing special and regular reports. Acts as advisor to lower echelon/subordinate level secretaries, periodically holding meetings to advise secretaries of changes to administrative procedures or correspondence changes which have broad immediate implications in their work.. You will be rated on the following Competencies for this position: Computer SkillsInterpersonal EffectivenessProblem SolvingWriting 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; carrying of light items such as papers, books, small parts; driving an automobile, etc. 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 Bruce W Carter Department of Veterans Affairs Medical Center 1201 Northwest 16th Street Miami, FL 33125 US
• Name: Sally Jordan
• Phone: 813-919-9130
• Email: [email protected]