The incumbent serves as the Secretary for the Medical Center Associate Director and Assistant Director works at a two-divisional teaching hospital affiliated with the University of Kentucky Medical Center at the U.S. Department of Veterans Affairs Medical Center, Lexington KY. The Secretary (OA) provides secretarial and administrative assistance to the Associate Director and Assistant Director this may include assignments from the Associate Director, Assistant Director, and VISN management.

Duties

The incumbent becomes a member of high level secretaries assigned to the Associate Director, Associate Director Patient Care Services, Chief of Staff; and Director's offices. The Secretary (OA) actively participates in the management of the Associate Director and Assistant Director Offices by performing various technical and administrative duties. The core duties of this position include but are not limited to: Serves as the initial point of contact for high-level visitors and callers to the Associate and Assistant Director. Establishes the nature and importance of contact. Reminds the Associate Director and Assistant Director of appointments and briefs them on the important matters to be discussed. Establishes priorities to ensure deliverable dates are met. Maintains tracking records of controlled correspondence, setting appropriate due dates and assignments; monitors responses for timeliness. Consistently adheres to ADP Security Policy/Procedures, maintaining confidentiality of staff and patient matters. Maintains supervisors meeting calendar; schedules meetings using Outlook calendar and notifies participants; assembles meeting information for supervisor. Uses judgment and initiative to cancel/reschedule meetings when scheduling conflicts arise. Maintains suspense systems to ensure items assigned for action are completed and submitted on time. Works effectively under the pressure of deadlines and with frequent interruptions. Arranges travel for supervisor including reservations, car, and notifying organizations/officials to be visited. Assembles documents for meetings included in the travel. Reviews correspondence and documents prepared for signature by an executive team member to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of an organization. Considered an expert in his/her field, and will provide direction, leadership, and assistance to other clerical personnel, including administrative service chief secretaries. Possess the ability to train and instruct other individuals in the latest office management techniques. Responsible for receiving correspondence via electronic mail on Outlook. Must be proficient in the use of Outlook as well as other various electronic systems ( Vista, CPRS, etc). Must be proficient in word processing skills ( MS Word, Excel, Publisher, Powerpoint, etc). Responsible for providing pertinent background information and maintaining suspense files for timely response. Prepares numerous medical center memoranda and presents these in final form, establishes suspense files noting dates forwarded to various services for concurrence, as well as date forwarded to Medical Center Director for approval. Tracks all VISN tracking system reports and requests for information assigned to all services under the Associate Director's and Assistant Director's Offices. Primary timekeeper for the Associate Director's and Assistant Director's office and alternate timekeeper for the Office of the Director. Notifies personnel when performance appraisals or position descriptions are due for revision and/or update. Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy. Performs other duties as assigned. Work Schedule: Monday through Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD300076 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2023. 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-7 position you must have served 52 weeks at the GS-6. 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. In addition to the Time-in-Grade Requirements, you must also meet specialized experience as described below: GS-7 SPECIALIZED EXPERIENCE: Carefully read the following descriptions of the required specialized experience. You must have one year of specialized experience equivalent to at least the next lower grade (GS-06) in the normal line of progression for the occupation in the organization to be considered at the full-performance GS-7 level. Specialized experience is defined as:Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office; collecting, compiling, and/or tracking of data; monitoring and replying to suspenses; composing, proofreading, and editing correspondence, memorandums, policies; answering staff questions and providing information necessary to complete work assignments; establishing, updating, and maintaining office files and records; assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements; independently determining priority of assignments and deadlines; making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies. 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. GS-8 SPECIALIZED EXPERIENCE: Carefully read the following descriptions of the required specialized experience. The Secretary (OA), GS-0318-8 position will perform work independently, with little supervision. 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 to be considered at the full-performance GS-8 level. Specialized experience is defined as:Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office; collecting, compiling, and/or tracking of data; monitoring and replying to suspenses; composing, proofreading, and editing correspondence, memorandums, policies; answering staff questions and providing information necessary to complete work assignments; establishing, updating, and maintaining office files and records; assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements; independently determining priority of assignments and deadlines; making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies. 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: Administration and ManagementClericalDecision MakingWriting 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: Work is primarily sedentary. The work places no special physical demands on the employee other than some walking, standing, bending and carrying of light items such as folders, reports, books, files, etc. However, there is a high level of stress due to demanding deadlines and the need for a high degree of accuracy. Work Environment: Work is performed in an office setting where the work area is typically lighted, heated, and ventilated. 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 Lexington VA Health Care System 2250 Leestown Road Lexington, KY 40511 US
• Name: Michael Helton
• Phone: 615-582-2884
• Email: [email protected]