The Supervisory Secretary serves as an administrative assistant to the senior and executive members of the medical center at the VA Central Iowa Health Care System (VACIHCS). The incumbent will provide technical and clerical assistance to the Medical Center Director and other top management staff.

Duties

Major duties include but are not limited to: Ensures practices and procedures used by secretaries in subordinate administrative offices and throughout VACIHCS are consistent with those of VA national directives and policies. Leads process improvement efforts related to administrative/secretarial processes in the Executive Offices and throughout VACIHCS. Exercises exclusive control over the medical center director's appointments with complete authority for commitments of time. Screens all calls and visitors, answering questions, and completing business involving established policy of routine matters without making referrals to the medical center director, whenever possible. Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the director's office on a daily basis. Maintains a log for all action items (reports, responses to VA and outside source correspondence) to monitor the timely completion and submission of responses. Develops and maintains suspense and controlled correspondence systems which are reviewed at least daily to flag pending issues and ensure due dates are met. Establishes in-person meetings at VACIHCS and other sites in VISN 23 and establishes virtual meetings using software platforms such as Microsoft Teams, Zoom for Government, or Cisco Webex. 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. Work Schedule: Monday-Friday, 7:30am-4:00pm Telework: Ad-hoc telework is authorized. Virtual: This is not a virtual or remote position. Position Description/PD#: Supervisory Secretary/PD304550 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, 09/20/2023. 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-09 position you must have served 52 weeks at the GS-08. 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. Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. 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-08 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: assigning tasks to multiple parties and ensuring actions are completed in a timely manner through tracking; utilizing word processing software to create reports, spreadsheets, and presentations; providing guidance and instruction to staff members concerning healthcare policies and procedures; coordinating the work and administrative activities for senior/executive level management. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsConscientiousnessOrganizational Stewardship 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 VA Central Iowa Health Care System 3600 30th St Des Moines, IA 50310 US
• Name: Michael Kelly
• Phone: 612-467-3398
• Email: [email protected]