This position serves as the Executive Secretary at John J. Pershing VA Medical Center.

Duties

John J. Pershing is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Duties of this position include but are not limited to: Independent data/information collection, identification of problem areas, development of rationale, and oral or written presentation of recommendations and alternatives for the Director's and/or staffs consideration, concurrence or approval. Incumbent's primary responsibility is to serve as the executive secretary/administrative assistant to the Director, providing comprehensive technical support, advisement, and coordination to top management staff. Acts independently by researching possible solutions and patients are referred to the appropriate office/individual for action. Incumbent exercises exclusive control over the Director's appointment schedule. Screens all calls and visitors, handling urgent matters and concerns, answering most questions, and completing most business involving established policies without referral to the Director. Incumbent exercises exclusive control over the Director's appointment schedule. Screens all calls and visitors, handling urgent matters and concerns, answering most questions, and completing most business involving established policies without referral to the Director. Disseminates local, Network, and Central Office policies, goals, and objectives to appropriate staff members. Develops and evaluates programs for the Executive Office, formulates policy, initiates new procedures, and develops and conducts training programs. Recommends changes in administrative procedures to improve the effectiveness and efficiency in the Executive Office. Works closely with the Health System Specialist to the Chief of Staff to resolve patient concerns when veterans, their family/ representatives and congressional staff visit the Executive Office or contact the office by telephone. Participates In planning meetings with the Director and his management staff. Incumbent tracks the issues and ensures follow-up is assigned and accomplished. Documents proceedings of all Director led meetings such as the Director's Staff, Strategic Planning, Executive Leadership Council, etc. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other federal and state government agencies to the general public. The incumbent is regularly involved in high-level contacts with visitors and callers from such organizations as congressional offices, news media, state and local officials, high-ranking officials in academic affiliations, national and state veteran service organizations, and attorneys. Analyzes all correspondence delivered to the Executive Office and determines appropriate routing for action and information, and assigns work to service chiefs, service line directors, service line coordinators, staff assistants, program managers, and other personnel responsible for programs. Other 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 7:30 AM-4:00 PM Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)- Executive Office/PD035940 Relocation/Recruitment Incentives: 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, 01/11/2024. Time-In-Grade Requirement: Applicants who are current permanent 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. 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. For a GS-8 position you must have served 52 weeks at the GS-7grade level. For a GS-9 position you must have served 52 weeks at the GS-8grade level. You may qualify based on your experience and as described below: Specialized Experience GS-8:I have at least one (1) year of specialized experience that has equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the position. To be creditable, specialized experience must have been equivalent to at least the next lower level of Federal service (GS-07). Examples of specialized experience would include but not limited to: receives telephone calls and visitors; prepares correspondence and reports; proofreads all incoming and outgoing correspondence for grammar and spelling; independently develops and presents information; schedules conferences and meetings and shifts schedules as needed; prepares travel arrangements; accepts or declines invitations, sets up, reschedules, or refuses appointments on supervisor's calendar; maintains confidentiality on all sensitive items. Specialized Experience GS-9:I have at least one (1) year of specialized experience that has equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the position. To be creditable, specialized experience must have been equivalent to at least the next lower level of Federal service (GS-08). Examples of specialized experience would include but not limited to: receives telephone calls and visitors; prepares correspondence and reports; proofreads all incoming and outgoing correspondence for grammar and spelling; independently develops and presents information; schedules conferences and meetings and shifts schedules as needed; prepares travel arrangements; accepts or declines invitations, sets up, reschedules, or refuses appointments on supervisor's calendar; maintains confidentiality on all sensitive items. You will be rated on the following Competencies for this position: Customer ServiceData ManagementKnowledge ManagementTechnology Awareness 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 mainly sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items such as papers and 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.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address John J Pershing VA Medical Center 1500 North Westwood Boulevard Poplar Bluff, MO 63901 US
• Name: Tiffany Coats
• Phone: 615-873-8622
• Email: [email protected]