This position is located in the Executive Office, VA Portland Health Care System (VAPORHCS). This position reports directly to the Deputy Director. The incumbent provides complex administrative work, planning, and management essential to ensuring smooth operation of Executive Office and Health Care System activities.

Duties

Major duties include: Performs administrative work, which includes management of the Executives' schedules or day-to-day plans. Assists and updates office documents, standard operating procedures and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for Executives and other members of the executive team. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the Health Care System Executives. Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. Independently searches and provides all appropriate reference material and makes travels arrangements for Executives and other members of the Executives' staff or visitors as needed. Develops and implements various tracking systems for suspense items, signature logs, performance tracking. Acts as a liaison and maintains communications with persons and/or groups within and outside of the Executive Office, speaking for the Executive on administrative issues. Welcomes, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Conducts and manages the logistical requirements for Congressional, State and Local, Legal Counsel meetings and for meetings that involve high ranking officials from the Department level and provides administrative support for the meetings. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. Maintains automated system of program-specific data to track Facility, VISN, or VACO suspense items with critical timelines. Performs other related 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, 7:30am to 4:00pm Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD211630 and PD211640 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not required.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 11/16/2023. 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 within 30 days of 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. Proficiency Requirement: In addition to meeting experience requirements, applicants must be able to type 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. You may qualify based on your experience as described below: Minimum Qualifications, GS-7: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-6) 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/administrative duties in an office environment; receiving and referring phone calls; scheduling appointments; coordinating meetings; preparing correspondence, reports, memoranda, and other forms of written communication; utilizing office automation software and maintaining files. 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. Minimum Qualifications, GS-8: 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/administrative duties in an office environment; receiving and referring phone calls; scheduling appointments; coordinating meetings; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; recording meeting minutes; utilizing office automation software and maintaining files. 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 ManagementCommunicationManages 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 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.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Abigail Brown
• Phone: (541) 440-1000 X40617
• Email: [email protected]