This position serves as the secretary to the Chief of Staff or Deputy Chief of Staff at a VA Medical Center. The incumbent may also provide clerical and administrative support to other members of the executive leadership team when needed.

Duties

Serves as the personal secretary to the Associate Director, Chief of Staff or Associate Director, Patient Care Services, for a VA medical Center. The individual in this role serves as the principal office clerical or administrative support position to the head of the organizational unit. They will provide assistance to the supervisor and by assisting the supervisor, and in some cases, the subordinate staff of that individual. This role functions autonomously and is not dependent on any other position within the office. The responsibilities entail a grasp of clerical and administrative procedures, proficiency in various office skills, and the capacity to utilize these skills to enhance the efficiency of others. Carries out and coordinates all the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the organization. Provides clerical and administrative support to other members of the executive leadership team when needed. This usually occurs due to the absence of one or more secretaries in the other Directorates. Manages Senior Executives' calendars, including scheduling and documenting appointments, organizing meeting and small conference logistics, and independently tracking action items with relevant staff members. Handles call and visitor screening in the Executive Office, discerning those that can be managed directly, those that should be referred to the Administrative Officer, and that that need to be directed elsewhere. The individual may need to act as a timekeeper or provide backup timekeeping support for the Directorate and potentially assist other Directorates as necessary. They ensure the accuracy of tour of duty schedules and properly record time and leave in compliance with time and attendance regulations and procedures. Performs other duties as assigned. 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, 8:00 am to 4:30 pm Telework: VA supports the use of ad-hoc 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 ad-hoc telework. Virtual: This is not a virtual or remote position. Position Description/PD#: Secretary (OA)/PD516-10854-A and PD516-99950-A 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, 10/30/2023. 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-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 as described below: Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 for the 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: Proficiency in managing complex executive calendars, scheduling appointments, and coordinating meetings with internal and external stakeholders. Proven ability to prioritize and handle multiple tasks simultaneously, ensuring that critical matters receive timely attention and follow-up. Experience in maintaining the confidentiality of executive communications, strategic plans, and proprietary information. Strong written and verbal communication skills, including the ability to draft, proofread, and edit correspondence, reports, and presentations. Proficiency in making complex travel arrangements, including scheduling visits, with attention to details such as transportation, itineraries, and accommodations. Experience coordinating executive level events, conferences, and meetings, including logistics, materials preparation, and follow-up. Establishes internal suspense dates and maintains log of open tasks to aggressively for action/response. Provides administrative assistance to and coordinates with tasked parties to assemble appropriate responses. Advanced proficiency in using office software and technology tools, such as Microsoft Office Suite, video conferencing platforms, and project management software. The incumbent must be aware of organization function, alignment, and reporting. This experience must be supported by your resume to be creditable. Specialized Experience GS-8: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 for the 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: Proficiency in managing complex executive calendars, scheduling appointments, and coordinating meetings with internal and external stakeholders. Proven ability to prioritize and handle multiple tasks simultaneously, ensuring that critical matters receive timely attention and follow-up. Experience in maintaining the confidentiality of executive communications, strategic plans, and proprietary information. Strong written and verbal communication skills, including the ability to draft, proofread, and edit correspondence, reports, and presentations. Proficiency in making complex travel arrangements, including scheduling visits, with attention to details such as transportation, itineraries, and accommodations. Experience coordinating executive level events, conferences, and meetings, including logistics, materials preparation, and follow-up. Establishes internal suspense dates and maintains log of open tasks to aggressively for action/response. Provides administrative assistance to and coordinates with tasked parties to assemble appropriate responses. Advanced proficiency in using office software and technology tools, such as Microsoft Office Suite, video conferencing platforms, and project management software. The incumbent must be aware of organization function, alignment, and reporting. Demonstrated ability to proactively identify and resolve administrative issues and challenges, often without direct supervision. Willingness and ability to adapt to rapidly changing priorities and unexpected situations, ensuring that the Senior Executive's needs are met efficiently. This experience must be supported by your resume to be creditable. In addition to meeting the required experience, the below must also be met. Proficiency Requirements: In addition to meeting experience requirements, applicants for these positions you must be able to type at least 40 words per minute. Applicants may meet these requirements 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: Clerical Communication Computer Skills Manages and Organizes Information 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 clearly indicate 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. No specific physical qualifications are required. The work includes walking, bending, stooping, and some lifting, usually not more than ten pounds. No specific physical qualifications are required. Work Environment: The work is performed in an office setting. Some-functions of meeting minutes are accomplished in hospital areas. Medical, surgical, and psychiatric patients are visitors to the Director's Suite. The incumbent will comply with all hospital and service policies regarding the management of care in order to assure a safe, functional, and effective environment for patients, staff, and others in the organization. Incumbent applies all established safe practices, will report unsafe conditions and unsafe practices to supervisors, and will report any occupational injury or illness as promptly as practical. 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.

Contacts

• Address CW Bill Young Department of Veterans Affairs Medical Center 10000 Bay Pines Boulevard Bay Pines, FL 33744 US
• Name: Rita Mclaughlin
• Phone: (202) 286-5401
• Email: [email protected]