The employee is the secretary for the Associate Director of Operations and Resources (ADOR) at the Fargo VA Health Care System (HCS) and is the main point of contact/ resource for all operations and resources requirements. The employee provides complex executive-level secretarial and administrative support to the ADOR, cascading Service Lines, and various departments that report to the ADOR and the facility at large.

Duties

Duties for this position include but are not limited to: develops agendas and accurately records and prepares meeting minutes in the proper format for the ADOR. collaborates with the executive assistants for the Health Care System Director, Associate Director of Patient Care/Nurse Executive, and Chief of Staff by directing, distributing, and tracking customer complaints, including Whitehouse hotlines, VISN 23, and national action items to resolve completely. provides executive-level oversight, coordination, collaboration with the subordinate service lines, and ICCs to ensure the ADOR office operates seamlessly and efficiently. develops confidential and non-confidential documents, publications, and office files within the ADOR office while ensuring VA regulations, circulars, directives, manuals, interim issues, information letters, station publications memorandums, operations policies are current and accurate. helps with processing employee timecards for the ADOR office and substitutes the timekeeper executive office and other service lines. develops and coordinates training schedules while maintaining employee training hours, requirements, and statistics for the operations service lines and direct reports under the ADOR. processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties composes and edits letters and announcements, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and replies to inquiries. serves as a resource mentor to other secretaries and executive assistants in the organization, providing education and guidance regarding correspondence and committee minutes. transcribes various verbal, written, and electronic information and proceedings from the ADOR. Records and transcribes minutes of meetings chaired by the ADOR, coordinating communication and preparing the agenda of material to be discussed. Schedules appointments, coordinates meetings, and schedules conferences for the ADOR as well as other members of leadership. Work Schedule: Monday - Friday 7:30am - 4:00pm 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)/PD403250 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Bargaining Unit Status; No Financial Disclosure Report: Not required The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/11/2023. 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-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: Specialized Experience: 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. Examples of specialized experience would typically include, but are not limited to: providing administrative support; screening calls and visitors to an office; scheduling appointments and arranging meetings for staff; reviewing incoming correspondence, determining appropriate action and preparing responses; reviewing and editing outgoing correspondence and ensuring responses are accurate and in accordance with policy requirements; collecting, compiling, and/or tracking of data to support a program; utilizing office automation software to produce a wide range of documents and spreadsheets. You will be rated on the following Competencies for this position: ClericalCommunicationsTeamworkTechnical Competence 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. Typically, the employee sits at a desk or table, walking and standing. Items carried usually are light objects such as books and files and lifting moderately heavy objects is not usually required. No special physical qualifications are required to perform the work duties. The work also requires significant time performing keyboarding. 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 Fargo VA Medical Center 2101 Elm Street Fargo, ND 58102 US
• Name: Meghan Brooks
• Phone: 515-699-5999 X23402
• Email: [email protected]