This position is located at the Tomah VA Medical Center providing secretarial, administrative, and program support for Executive Leadership who is responsible for administrative functions of the Medical Center, serving sixteen counties in rural Western Wisconsin and two counties in Minnesota. The Executive Leadership role requires facility-level coordination with the VISN administrative support to a variety of service and product lines.

Duties

Major Duties Include but not limited to: Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Informs them of the supervisor's views on current issues and programs. Assists with the recruitment of administrative staff through coordinating on-site interviews, itineraries, etc. Processes highly sensitive and often complex incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written and electronic communication. Performs the following types of duties; edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Work is often performed independently with instruction from supervisor rarely needed. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidation/coordinating submittals of information. Performs office automation duties using such software applications as electronic mail, desktop publishing, calendar, word-processing, spreadsheet, database, and/or graphics. Provides general office automation clerical services such as maintaining electronic files, solving operating or user problems, or utilizing advanced functions. Schedules appointments, coordinates meetings, and/or schedules conferences. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. Work Schedule: Monday-Friday, 08:00 - 4:30 pm 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) - Chief of Staff/PD22197A and PD03093A Relocation/Recruitment Incentives: 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, 10/19/2023. 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. or a GS-07 position you must have served 52 weeks at the GS-06. For a GS-08 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: GS-7 Specialized Experience: At least one (1) full year of specialized experience equivalent to the GS-6 level in Federal Service. Specialized experience is defined as experience that equipped the applicant 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 work of the position to be filled. Specialized experience for this position would consist of: ability to organize and plan the activities of an office; maintain suspense systems to ensure items assigned for action are completed and submitted on time; skills in reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility; meets and works with individuals at different organizational levels and persons of diverse backgrounds; knowledge of computer software such as database, spreadsheets, and graphic programs; skill in proofreading and final review of correspondence and reports; and skills in ordering supplies and submitting work orders for repairs or maintenance. GS-8 Specialized Experience: Applicants must have one (1) year of specialized experience equivalent to the GS-07 level in the Federal Service. Specialized experience is defined as: Reviews correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, and format guidelines; skill in the use of a variety of computer software programs, database management, spreadsheets utilization, and graphic design programs; skill in proofreading and final review of correspondence and reports; experience and skill in arranging for meetings and conferences; experience and skill in transcription of clinical and administrative materials, compiling summaries of minutes and meetings, and preparing minutes and agendas for distribution. As a general rule, education is not credible above the GS-5 level for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. Proficiency Requirement: In addition to meeting experience and/or education requirements, applicants for this position must show possession of the following skill. Ability to type 40 words per minute and have experience with personal computer office automation software such as Word, Excel, PowerPoint, Outlook, and/or Spreadsheets. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates, by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCustomer ServiceWriting 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, and carrying of light items like papers or books. 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 Tomah VA Medical Center 500 East Veterans Street Tomah, WI 54660 US
• Name: Madeline James
• Phone: 504-812-1498
• Email: [email protected]