The Supervisory Staff Assistant is located within the Veterans Health Administration, at the Eastern Oklahoma VA HealthCare system in the Office of the Associate Director, physically located in Muskogee, Oklahoma. The incumbent will be required to routinely travel to the Tulsa to support the Ernest Childers VA Clinic. The primary purpose of the Supervisory Staff Assistant is to be the liaison between the Executive Leadership team and all organization entities in the hospital.

Duties

Duties: Give advice, counsel, or instruction to employees on both work and administrative matters. Hear and resolve complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow or information. Identify developmental and training needs of employees, providing or arranging for needed development and training. Fosters teamwork and team building, this is a required accomplishment of the duties and responsibilities that depend upon a culture of teamwork and cooperation and serves as the Supervisor to the Executive Leadership Team (ELT) Staff support personnel which includes non-supervisory staff assistants. Conducts periodic administrative training sessions for all administrative staff to ensure compliance with VHA policies and facility procedures. Find ways to improve production or increase the quality of the work directed. Evaluate work performance of subordinates. Plan work to be accomplished by subordinates, set and adjust short-term priorities, and prepare schedules for completion of work. Frequent contacts with congressional staff, state and local officials, officials at agency and VISN headquarters, representatives of Veterans' groups, officials of other agencies, a variety of employees, patients and families, in both structured and unstructured settings. Consistently communicates and treats customers (Veterans, their representative, visitors, and all VA staff) in a courteous, tactful and respectful manner. Receives all controlled correspondence from the VISN and /or VACO, routes matters requiring action by Service Chiefs; and follows up to ensure that actions are completed in the time frame established for clear and direct communication. Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing or correspondence. Attends and composes minutes of the Director's Staff Meeting, Veterans Service Officer and other meetings as needed and oversees follow-up of commitments made in such forums. Develops performance standards for all subordinates, ensuring reasonable equity of performance standards and rating techniques developed by subordinates. Knowledge of analytical ability, judgment, discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives. Involves gathering information, identifying and analyzing issues, and developing recommendations to resolve substantive problems of effectiveness and efficiency of work operations typical of VA or moderate size and complexity. Reviews and analyzes completed staff actions for the Executive Leadership Team. Work Schedule: Monday - Friday (8:00 AM - 4:30 PM) Telework: ADHOC - 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#: Supervisory Staff Assistant/PD143130 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 by the closing date of this announcement, 11/28/2023. 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-11 position you must have served 52 weeks at the GS-09. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provides administrative and analytical support by interpreting administrative policies, developing local policies, defining administrative requirements, and advising senior leadership on related matters; Evaluates facility program operations; identifies problems, inefficiencies, and protentional problems; Develops recommendations for the solution of administrative problems, and conflicts; Conducts training sessions for administrative staff to ensure compliance with VHA policies and procedures; Manages and coordinates all travel arrangements and appointments for Executive Leadership. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M., in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR, Combination: Combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is require You will be rated on the following Competencies for this position: Analytical ThinkingCommunicationProblem SolvingTeaches OthersTeam BuildingTechnical Credibility 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 primarily sedentary, although some slight physical effort may be required. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Kagen Harris
• Phone: 303-202-8632
• Email: [email protected]