Serves as the Secretary to the Associate Director. The incumbent serves as the office manager for the Associate Director and oversees the daily operation of the office. Provides expert advice to other secretaries in the Associate Director's Office as well as other secretaries and program supports staff across the facility, ensuring that the practices and procedures used are consistent with those of the Associate Director's office.

Duties

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits, screening and responding to those that can be handled without the need for referring to the Associate Director based on detailed knowledge of the organization and its programs and operations. Monitors visitors including general officers, distinguished visitors, members of Congress 'and Congressional representatives, high ranking personnel from other government agencies, and the general public and reports soft visits to the Associate Director. Handles many matters and answers substantive non-technical requests for information which can be provided based on information from records and files of personal knowledge of the organization. Receives requests for information, advises when the material can be furnished, and provides status of reports, suspense dates for matters requiring compliance, and similar information. Acts as the final reviewer of all signature items, prior to forwarding to the Associate Director. Independently reviews for grammatical accuracy, conformance with general policy, and factual correctness. Advises the writer of any deviations or inadequacies, and returns for corrections, or independently makes corrections in the interest of time sensitive deadlines. Screens all incoming internal, external, and electronic mail to identify what needs to be brought to the attention of the Associate Director, referred to appropriate staff, re-routed to other organizations/offices, or handled personally. Plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to edit lengthy and complicated reports; collect, select, organize, and provide information; track status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from one software package to another when menu options and specific software instructions are not available. Uses word processing software to create, copy, edits, store, retrieve and print forms, memos, letters; uses database and spreadsheet software to create, enter, revise, sort, or calculate, and retrieve data reports; and uses graphic software to provide graphs and chart for reports and presentations. Anticipates need for information, gathers and summarizes information from files and prepares material/documents for Associate Director's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand. Prepares a variety of documents in final format for various signature levels, i.e. Associate Director and Medical Center Director. Screen's publications, regulations, and directives directed to the Associate Director and brings to the Associate Director's attention those elements affecting the Associate Director's area of jurisdiction specifically indicating procedural changes and furnishing all related materials. Prepares a wide variety of recurring and non-recurring personal and executive correspondence, reports, and other documents from Information obtained from staff, files, and other sources. Takes and transcribes dictation from the Associate Director. Proofreads/edits correspondence and documents for correct grammar and format. Reviews and determines who to assigns all actions and congressional, White House Determines appropriate office for responding to action, establishes due dates and ensures responses are prepare in the appropriate format for compliance with policy and the specific requirements listed in the action request. Maintains Associate Director's appointment calendar and schedules/coordinates meetings and conferences. Exercises primary control over the appointment schedule with complete authority for making final commitment of time and assigning priorities, based on personal knowledge of priorities, workload, and current issues of importance. Reschedules appointments as conflicts arise.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/08/2024. 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-07 position you must have served 52 weeks at the GS-06. 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: GS-07 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. Examples of specialized experience would typically include, but are not limited to: maintenance of appointments and calendars, experience using computer software programs to include word processing, spreadsheet, and presentation software to develop reports; prepare agendas and meeting minutes. GS-08 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: serving in a direct administrative/clerical role; maintenance of appointments and calendars, experience using computer software programs to include word processing, spreadsheet, and presentation software to develop reports; arrange conferences, meetings, and travel arrangements for the executives; maintain files including directives, policies and accreditation standards. 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 sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items (medical records, computing devices, manuals, papers, books, small parts). The work requires manual dexterity for computer data entry, office machine operation and filing. However, in general, the work does not require unusual physical demands. The work does require emotional stability to resolve crisis situations. 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 John D Dingell Department of Veterans Affairs Medical Center 4646 John R Street Detroit, MI 48201 US
• Name: Sandra Barber
• Phone: 313-310-9915
• Email: [email protected]