This position is located in the Office of Director at VA Central Iowa Healthcare System - Des Moines VA Medical Center in Des Moines, IA. The Supervisory Secretary serves as an administrative assistant to the members of the Medical Center Director.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** The Supervisory Secretary is responsible for providing technical and clerical assistance to the MCD and other top management staff and providing the supervision of three (3) GS-7/8 executive secretaries in the executive office. Major duties and responsibilities include but not limited to: Ensuring practices and procedures used by secretaries in subordinate administrative offices and throughout VACIHCS are consistent with those of VA national directives and policies Exercising exclusive control over the MCD's appointments with complete authority for commitments of time Exercising independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the MCD's office on a daily basis Receiving and reviewing all correspondence for the MCD and ensures that complaints and inquiries received from or on behalf of patients are tracked in the Patient Advocate Tracking System Replacement (PATS-R) Establishing 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 Working independently in gathering background information and preparing agendas for meetings Attending meetings, prepares minutes, and ensures their timely distribution Preparing written documents, charts, and graphs and providing clerical support to the MCD and assisting with selected community relations activities Making and maintaining copies of all outgoing correspondence signed by the MCD (letters, memoranda, etc.) Preparing travel orders and makes travel and accommodation reservations as requested by MCD Using a variety of methods and techniques in achieving communication with many diverse groups Assisting with the duties of other administrative assistants in the absence Participating in the preparation of special reports, projects, and investigations to support the Offices of the Director Interviewing, evaluating, and recommending personnel for selection to vacant positions or for career promotions Establishing guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system Resolving informal complaints and grievances and providing advice and counsel to workers related to work and administrative matters Ensuring that annual leave schedule is established and maintained by Subordinates and reviewing, approving, or disapproving leave requests Developing performance standards, executing performance evaluations, planning, and assigning work, determining priorities, providing technical guidance, determining training needs, and arranging for training for subordinate staff Reviewing the analytical work performed by subordinate staff responsible for day-today activities of the executive office Work Schedule: Monday to Friday; 07:30 a.m. to 04:00 p.m. Recruitment & Relocation Incentives: Not authorized Telework: AD HOC telework may be available - 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. Financial Disclosure Report: Not Required

Requirements

Qualifications

Minimum Requirement: The following are minimum requirements for appointment as a Supervisory Secretary in the Veterans Health Administration (VHA), which all applicants must met. Specialized Experience (GS-09): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-08). Qualifying examples of specialized experience would typically include but are not limited to: providing administrative supports to one or more high level staff persons; arranging meetings and managing schedules; creating and editing written documents using Microsoft Office products; and providing customer service via phone and in person. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and ManagementCommunicationsConscientiousnessOrganizational Stewardship IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The incumbent's work is mostly sedentary; however, some walking, standing, bending, and carrying of light to medium weight items is required. 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

IMPORTANT: 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: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]