This position serves as the principal clerical and administrative support position in the Chief of Staff service line for which the persons assisted have responsibility, by carrying out and coordinating all the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the organization. The nature and variety of the activities depend on the needs of the organization served.

Duties

******This announcement is open to current permanent service line employees of the Chief of Staff service line at the St. Louis VA Healthcare System. You must submit a copy of your SF-50 showing you are a current service line employee for this department. ****** The incumbent provides clerical and administrative assistance to the organization. Receives all visitors and telephone calls to superiors. Determines nature of call or business of visitors. If business requires the attention of technical or staff specialists, decides whether the importance of business such as to require personal attention of superiors or if the visitor should be referred to the appropriate division concerned with specific subject. Incumbent is authorized to give out administrative and technical information to callers upon determination of their right to receive it. When calls involve matters on which superiors will require background information, tactfully postpones the conversation, obtains the required information, and presents the information when informing the superiors of the pending call. Controls activities schedule and reminds managers of appointments. On own initiative and discretion, establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable. Reviews correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations, grammar, format, and special policies of the installation. On own initiative, returns such communications to the originator for correction when not in conformance with known policies or correspondence regulations. Gives advice and instructions to subordinate offices through discussions with author or staff to obtain higher degree of compliance with general installation policies and correspondence regulations. Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure. Collects such information, presenting in its original form or editing and revising as necessary. While reading incoming correspondence, determines that portion requiring personal attention or policy decision by supervisor. Research regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject. Presents information for use by the superior when making speeches or presentations to local community civic and welfare groups. Keeps the superiors informed of important details of the office, visitors, and various events where failure to recognize significant matters might impair the effective operation of the organization. Screens incoming documents from staff members to ensure compliance with VA and organizational regulations or for discussion at staff meetings. Composes correspondence on own initiative, based on a knowledge of superior's views and desires. Typical subjects include administrative matters, letters of acknowledgement, general office and organization policies, acceptance of invitations, and cancellation of conferences. Prepares regular and special records such as but not limited to time/attendance, leave, degree of use of filing space, and amount of material present in the offices. Prepares similar paperwork to ease the flow of work through the office and provides superiors with current information in readily accessible form. Takes meeting minutes. Composes letters, endorsements, messages, office instructions, and reports, with responsibility for sentence structure, grammar, and spelling. Writes resumes of conferences and gives copies to participants who are expected to take action as result of conferences. On own initiative, follows up on projects resulting from conferences to ensure that schedules are met and reports progress to managers. Work Schedule: Monday - Friday, 7:30am - 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#: Secretary/PD099000 Relocation/Recruitment Incentives: 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, 10/09/2023. 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-8 position you must have served 52 weeks at the GS-7. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing clerical and administrative support duties related to coordinating meetings; taking and transcribing minutes; following up pending actions; timekeeping procedures; preparing and editing documents; maintaining files/records; making and preparing travel arrangements; locating, assembling and composing information for reports, inquiries, and non-technical correspondence; or other tasks related to secretarial work. NOTE: 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. You will be rated on the following Competencies for this position: Attention to DetailComputer SkillsConscientiousnessCustomer ServiceInformation ManagementWriting 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.


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 VA St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Ashley Moore
• Phone: 909-520-8107
• Email: [email protected]