This position is located in Nursing Professional Services (NPS) Administrative Office, VA Portland Health Care System (VAPORHCS) and is the primary administrative assistant to the Associate Chief Nurse Executive (ACNE). The NPS Administrative Office is responsible for the oversight of professional nursing practice for over 1400 nursing professional staff working throughout 5 Strategic Business Units (SBU), including 18 divisions, providing nursing care at 13 sites.

Duties

This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-07, however a selection can be made at any of the following grade levels: GS-06 & GS-07. At the GS-06 grade level, you will progressively acquire the background necessary to perform at the full performance level of GS-07. Major Duties: Works in a highly independent capacity to perform administrative work, which includes management of the Directors' schedules or day-to-day plans. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Reviews, maintains and disseminates technical reports received for actions. Schedules appointments, coordinates meetings, and/or schedules conferences for all three Division Directors. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the DHSM Executives. As confidential assistant, establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. Makes travels arrangements for Division Directors and other members of the Directors' staff or visitors as needed. Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management and performs support work in each of these areas. Maintains communications with persons and groups from both within and outside the organization. Receives and directs callers and visitors to the administrative office to the appropriate staff member. Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. Screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention. Routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. Work Schedule: Monday to Friday, 7:30 am - 4:00 pm Position Description Title/PD#: Administrative Support Assistant/PD216750 and PD216760 Telework: This is not a telework position. Virtual: This is not a virtual position. Physical Requirements: The work is mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required. Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability. 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.

Requirements

Qualifications

To qualify for this position, applicants must meet all specialized experience requirements within 30 days of the closing date of this announcement,10/16/2023. Specialized Experience GS-6: You must have one year of specialized experience equivalent to at least the next lower grade, GS-05 Specialized experience includes: Ensure accurate transmission of data and manage multiple SharePoint sites. Drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes. Retrieve data, create queries, gather information from various data sources, and develop reports. Maintain tracking logs for action items, department suspense items, and transaction records. Skilled in utilization of Microsoft software package (Outlook, Word, Excel, and Access). Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade, GS-06. Specialized experience includes: Initiate purchases, including sole source procurement and catalog purchases. Event planning on and off site, prepare agendas, and make arrangements for committee retreats and other meetings. Ensure accurate transmission of data and manage multiple SharePoint sites. Drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes; retrieve data, create queries, gather information from various data sources, and develop reports. Maintain tracking logs for action items, department suspense items, and transaction records; working knowledge and utilization of Microsoft software package (Outlook, Word, Excel, and Access). 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.

Education

There is no educational substitution for the GS-6 or GS-7 level.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Emily E Hammond
• Phone: 208-422-1000 X4835
• Email: [email protected]