The Loma Linda Veterans Healthcare Systems is currently recruiting for one (1) Secretary (OA) for the Secretary to the Assistant Director Office. The primary purpose of the Secretary (OA) is to support of the Office of the Assistant Director of the VA Loma Linda Healthcare System.

Duties

Duties include but are not limited to the following: Serves as office manager for the Assistant Director's office. Acts as liaison between the Assistant Director and the Assistant Director's staff throughout the medical center by providing accurate, timely advice on procedures, report requirements, and other matters necessary to implement the Assistant Director's policies, directives, and instructions. Informs the Assistant Director's staff on his/her views on current issues and programs, and schedules briefings by members of the staff for the Assistant Director. Assists the Assistant Director in his/her responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules with staff at the medical center, meeting location arrangements, preparing agenda, minutes and distributing necessary information needed for meetings. Ensures minutes tracking action items are opened or closed, and ensures opened items are tracked through completion. Controls the Assistant Director's activity schedule, establishes priorities, sets-up, reschedules or refuses appointments, accepts, or declines invitations to meetings, arranges representation by a subordinate official when that is desirable. Makes commitments to attend meetings without prior approval based on personal knowledge of the supervisor's workload and current issues of importance. Reminds supervisor of pending appointments, meetings, and other commitments. Advises individuals concerned when appointments must be rescheduled and arranges mutually convenient times for new appointments. Receives visitors and telephone calls to the Assistant Director, determines nature of call or visit. Determines if visit or call requires the attention of the Assistant Director or other personnel or should be referred to a more appropriate staff member or department. Provides courteous assistance to visiting dignitaries, HQNISN personnel, Office of Inspector General (OIG) audit teams, etc., coordinates site visits, arranges for office space, material, and accommodations when necessary. Acts as surrogate for the Assistant Director for electronic mail communication. Must have thorough knowledge of the computer system, enabling composition, transmittal, and receipt of electronic mail nationwide. Receives time-limited communications, replying when able, implements and establishes suspense dates to appropriate staff when necessary. Works with the Director's Office Manager to coordinate VISN 22, CBOCs, VA/DoD, and OIG requirements. Independently schedules official committee and board meetings, including making reservations for meeting rooms and notifying all participants. Prepares and dispatches agenda preceding meeting date and subsequently makes timely distribution of approved minutes to all attendees and other concerned offices. 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 7:30am - 4:00pm Telework: Authorized Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD141900 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, 01/26/2024. 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. You may qualify at the GS-07 grade level 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-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: basic foundation or administrative concepts, principles, and practices sufficient to perform independently duties involving eliminating conflict and duplication or work, determining when new procedures are needed, studying and evaluating office equipment and recommending restructuring clerical activities in the office and subordinate offices, adapting policies and procedures to emergency situations and establishing new procedures to meet new situations, recognizing how and when certain policies and procedures, or guidelines would be confusing to others to others. In addition to meeting experience requirements, applicants for this positions must show possession of the following skills: 40 words per minute typing speed. You may qualify at the GS-08 grade level 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-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: basic foundation or administrative concepts, principles, and practices sufficient to perform independently duties involving eliminating conflict and duplication or work, determining when new procedures are needed, studying and evaluating office equipment and recommending restructuring clerical activities in the office and subordinate offices, adapting policies and procedures to emergency situations and establishing new procedures to meet new situations, recognizing how and when certain policies and procedures, or guidelines would be confusing to others to others. Comprehensive knowledge of the supervisor's policies and views on all significant matters affecting the organization, maintain extreme confidentiality of all sensitive items, complies with VA and local Information Technology Security I regulations and policies as assigned. safeguard computer access / date in the performance of duties, observes and utilizes safety precautions in the performance of his/her duties. In addition to meeting experience requirements, applicants for this positions must show possession of the following skills: 40 words per minute typing speed. 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/. 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 may sit comfortably to do the work. However, .there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.

Education

There is no educational substitution at this grade level.

Contacts

• Address Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Mianna Arrington
• Phone: 253-304-7374
• Email: [email protected]