The incumbent serves as the Executive Secretary for the Deputy Director of the Atlanta VA Healthcare System and provides administrative, office automation, and clerical support/guidance to the Office of the Director, the Executive Leadership Team, and to administrative and clerical staff throughout the AVAHCS.

Duties

Duties for this position may include (but are not limited to): Facilitates the administrative, clerical, and personal commitments and responsibilities of the Deputy Director of the Atlanta VA Healthcare System (AVAHCS). Serves as the principal administrative assistant and advisor for all subordinate Directorates. Maintains the Deputy Director's daily calendar. Schedules appointments, audio and video conferences, and meetings. Confirms conference rooms, coordinates attendance, reserves equipment, prepares and distributes agendas and minutes for meetings. Coordinates training and travel for the Deputy Director. Prepares training requests and documents attendance. Ensures official documents that require the Deputy Director's signature are appropriately mailed from the Deputy Director's Office to VACO, VISN 7 or other outside agencies from the Deputy Director's Office. Receives, reviews, and distributes all of the Deputy Director's surface mail, inter-office mail, electronic mail, and facsimile mail. Monitors, recommends, and implements changes in correspondence processes affecting work in the Office of the Deputy Director. Advises the Deputy Director of significant items of interest in correspondence, files, and reports. Prepares letters, memorandums, messages, agendas, and minutes, either self-composed, from handwritten notes, dictation or recorded media with responsibility for content, format, grammar, punctuation, and spelling. Guides other administrative staff in the preparation of correspondence and informs them of procedural changes. Responds to inquires and administrative problems brought to the Deputy Director's office. Notifies the appropriate staff officials of the need for information or recommendations, and either prepares the response or follows up to ensure a timely response. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Deputy Director. Routes matters requiring action by hospital department heads and follows up to ensure actions are completed. Screens all correspondence routed for the Deputy Director's signature for clarity, completeness of reply, and grammatical and procedural correctness. Screens all publications, directives, and periodicals, and brings those of significance to the Deputy Director's attention. Acts as a Classified Information Officer for the hospital, and receives, controls, logs, and takes necessary action on all classified material received in the hospital. Maintains a daily log of all incoming official mail to the Deputy Director. Tracks healthcare system memorandums and bulletins that are the responsibility of the Deputy Director's Office. Serves as alternate timekeeper for the Office of the Director and alternate timekeeper for other executive T&L units in the absence of the primary timekeeper. Reviews all outgoing correspondence for neatness, accuracy, adherence to established formats, and adherence to the Deputy Director's policies. Drafts official correspondence on behalf of the Deputy Director. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30 AM - 4:00 PM EST Virtual: This is not a virtual position. Position Description/PD#: Executive Secretary/PD112110 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, 01/05/2024. 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-9 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. You may qualify based on your experience as described below: 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: Experience independently performing or delegating routine and non-routine work based on the commitments, goals, policies, priorities, and responsibilities of an Executive Leadership Team. Experience researching and utilizing VA, VISN, and Medical Center-level policies, operations, and procedures to perform administrative and clerical functions. Experience utilizing proper grammar, punctuation, and spelling in the creation and dissemination of official VA correspondence. Experience reviewing and updating service level and facility level operating procedures and regulations related to administrative processes. Experience advising and instructing other secretarial staff on administrative operations and regulations. Experience operating office equipment to include (but not limited to) a computer and associated software programs, a multi-line telephone system, tele-video conferencing equipment, copy and facsimile machines, tape/digital recording devices, etc. You will be rated on the following Competencies for this position: Administration and ManagementCustomer ServiceData SystemsDecision Making 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. No special physical qualifications are required. Ergonomic accommodations may be required due to extensive time spent at a personal computer. 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 Atlanta VA Medical Center 1670 Clairmont Road Decatur, GA 30033 US
• Name: Emerson Mitchell
• Phone: 214-857-3991
• Email: [email protected]