Job opening: Secretary (OA)
Salary: $57 118 - 74 250 per year
Published at: Sep 21 2023
Employment Type: Full-time
This position serves as the Executive Secretary to the Director, VA Central California Health Care System, Fresno, California. The primary function of the position is to provide personal assistance to the Director by performing a variety of executive-level administrative duties to support accomplishment of the Director's responsibilities.
This position will have direct contact with and receipt of inquiries from the offices of Congressional Representatives, State and local officials, representatives of the various service organizations, and officials from other federal agencies, as well as medical center service chiefs, and front line staff. Obtaining requested information and responding either by return phone call or by written correspondence prepared by the holder of this position for the Director's signature. Frequently, this type of inquiry necessitates the gathering of high-level information from a variety of sources.
Duties for the position include but are not limited to:
Serves as the Office Manager for the Executive Leadership Office.
Coordinates secretarial staff coverage and effectively communicates office operations information and expectations to the entire executive leadership team.
Serves as a resource and mentor for other health care system secretaries, providing guidance and expertise in issues involving correspondence, filing procedures, and a number of administrative support functions.
Screens calls and visitors to the Executive Leadership Office, primarily as it pertains to business for the Office of the Director.
Exercises exclusive control of the Director's calendar with complete authority for notifying appropriate staff officials of needed information and recommendations necessary for the meetings.
Keeps the Director apprised of all meetings, providing a daily personal calendar and requisite meeting materials.
Independently reschedules appointments when it becomes apparent that the Director will not be able to meet his/her schedule.
Develops spreadsheets, graphs, and computer presentations to assist in displaying information.
Compiles reports, plans, and studies for publication to a broad audience.
Manages Medical Center Memoranda and designs and organizes filing systems as appropriate, ensuring the necessary risk and privacy policies are followed, as well as retirement of files.
Reads all incoming correspondence, determining proper disposition and referring to appropriate staff as necessary.
Reviews outgoing correspondence and reports prepared by staff, ensuring proper format, correct grammatical content, mathematical correctness, and coordination of facts/routing in accordance with established policies and procedures.
Coordinates, as appropriate, Office of the Director preparation of various external and internal site visits from such entities as the VISN, IG, GAO, congressional offices, etc.
Oversees responsibility for the maintenance of a suspense tracking system, which assigns actions to services and staff for needed responses to the Network, VA Central Office, Congressional inquiries, and other interested stakeholders/parties.
Monitors progress, reviews for accuracy, ensures on-time completion, and tracks timeliness of responses.
Makes necessary arrangements for routine and professional staff meetings, which may include coordinating agendas, background information, hotel and travel arrangements, luncheons, speakers, correspondence, and transportation.
Makes all travel arrangements for the Director and his/her key staff, working closely with the travel office to ensure all travel regulations met.
Submits travel vouchers and claims upon completion of travel and within the designated time frame.
Takes minutes, which may be of a highly technical, sensitive, and confidential nature, and tracks attendance.
Ensures maintenance of timecards and personnel records for assigned staff.
Processes work orders and requisitions all necessary supplies and office equipment.
Works closely with the Public Affairs Officer to ensure arrangements and calendars are coordinated for the Director's public speaking engagements (internal/external).
Other duties as assigned.
Work Schedule: Monday - Friday, 8:00am - 4:30pm
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)/PD028810
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2023.
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.
Preferred Experience: Previous experience as an executive secretary
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: Providing secretarial and administrative support to leadership/managers; responding to inquiries from Congressional Representatives, State and local officials, and officials from other federal agencies; independently organizes and plans the activities of an office; prioritizing work and multi-tasking; establishing office procedures and recommending improvements as needed; answering and directing phone calls; scheduling appointments; coordinating meetings and/or conferences; maintaining calendars and schedules for staff; arranging employee travel; composing correspondence and preparing in final format using a variety of computer software applications; and performing timekeeping duties. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.
NOTE: Must be able to type 40 words per minute.
You will be rated on the following Competencies for this position:
Attention to DetailClericalCustomer ServiceDecision MakingInformation ManagementIntegrity/Honesty
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 normally sedentary, but includes some walking, standing, bending, and carrying of light items such as papers and books. No special physical demands are required to perform the work. The work is performed in an office setting. The work area is adequately lighted, heated, and ventilated.
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/.
There is no educational substitution at this grade level.
Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/
. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html
- Address Fresno VA Medical Center
2615 East Clinton Avenue
Fresno, CA 93703
- Name: Dana Mitchell
- Phone: (415) 221-4810 X25781
- Email: [email protected]