This position assists in the performance of all administrative functions assigned to and originating from the EOVAHCS Executive Suite. The incumbent will report directly to the Chief of Staff and provide administrative support to the Executive Leadership Team (Health System Director, Chief of Staff, Associate Director, Assistant Director, and Associate Director Patient Care Services) and front office staff.

Duties

Major duties of this position include, but are not limited to: Distribute and disseminate incoming mail, internal controls, records management, publication, and forms management. Monitors and assists cos with tracking, completion of actions, internal and external correspondence as well as administrative reports. Monitors budgetary requirements to include equipment, supplies, and space utilization surveys. Serves as secondary timekeeper for service. Maintains and posts entries for automated timecards, ensures proper posting of tours, on-call, and premium pay; verifies sick/annual leave use; reviews for appropriateness for approvals by AO or chief; notifies chiefs of available staff on daily basis. Maintains and disposes of records according to regulations. Serves as secondary adpac for service ensuring each employee has signed and current information security agreements. Enters appropriate electronic requests (e-pas) for service staff, rotation residents and students for primary menus, security keys and various access. Ensures deactivation of menus are accomplished after departure of staff. Resolves minor technical issues with computer software/ applications, telecommunication matters, etc. Educates staff in the proper use of the electronic record and competency folders. Understands and interprets a variety of local, federal, and state laws policies, procedures as well as standards and regulations from external accreditation organizations. Assists with responses to patient advocate issues to include congressional responses as needed. Communicates verbally and in writing with diverse internal and external customers in a professional and courteous manner. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:30am to 4:00pm 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#: Staff Assistant/PD14238O and PD14239O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 10/06/2023. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 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 and/or education as described below: Specialized Experience for the GS 7 level: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing, or correspondence. Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing, or correspondence. Knowledge of and skill in applying analytical and evaluative methods and techniques to analyze and assess programs and projects. Knowledge of pertinent laws, regulations, policies and precedents of business practices, program goals, mission objectives, work processes, and administrative operations of the VA. Comprehensive knowledge of administrative areas to ensure compliance with established policies, practices, procedures, and controls. Knowledge of pertinent laws, regulations, policies and precedents of business practices, program goals, mission objectives, work processes, and administrative operations of the VA. Comprehensive knowledge of administrative areas to ensure compliance with established policies, practices, procedures, and controls. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. Ability to identify problem and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of administrative programs; and develop written and oral recommendations for improvement. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level will be accepted, or superior academic achievement. Specialized Experience for the GS-09 level: 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: Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing, or correspondence. Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing, or correspondence. Knowledge of and skill in applying analytical and evaluative methods and techniques to analyze and assess programs and projects. Knowledge of pertinent laws, regulations, policies and precedents of business practices, program goals, mission objectives, work processes, and administrative operations of the VA. Comprehensive knowledge of administrative areas to ensure compliance with established policies, practices, procedures, and controls. Knowledge of pertinent laws, regulations, policies and precedents of business practices, program goals, mission objectives, work processes, and administrative operations of the VA. Comprehensive knowledge of administrative areas to ensure compliance with established policies, practices, procedures, and controls. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. Ability to identify problem and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of administrative programs; and develop written and oral recommendations for improvement. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level will be accepted, or superior academic achievement. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationComputer Skills 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. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing, and bending. No special physical qualifications are required. The work is sedentary. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing, and bending. No special physical qualifications are 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: 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.

Contacts

• Address Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Jeremy Gilliam
• Phone: (406) 447-7013
• Email: [email protected]