The primary purpose of the Administrative Specialist is to provide clerical and administrative assistance and acts as the office manager to the Executive Leadership Team (ELT). On the incumbent's initiative, he/ she will recommend and implement changes in administrative procedures and policy. Develops and implements office procedures and practice to be used by administrative specialists.

Duties

Major Duties and Responsibilities include, but not limited to: Assumes full responsibility for administrative and routine details not requiring the personal attention of the ELT. Makes daily contacts, personally and by telephone, with the Chiefs of Services to exchange information, to convey requests or instructions, or to prepare or request statistical and report data and to make appointments for the Executive team. Knowledgeable of systems used to order supplies, publications, and other items for the Executive Suite. Prepares worksheets and types evaluations of individuals under the jurisdiction of each Executive team member. Arranges conferences and meetings without specific prior approval based on knowledge of the ELT's schedule. Maintains all files and records for the office of the ELT. Makes extensive travel arrangements for the ELT and the personnel assigned to the Executive Suite, making necessary registration, travel, and lodging reservations. Serves as the alternate timekeeper. Develops and maintains close rapport and communication with staff at all levels to coordinate and expedite the responsibilities of this office. Reviews all incoming correspondence and makes disposition by assigning action to appropriate services, disposing of unnecessary items, filing those which need not come to the attention of the Executive Leadership. Composes correspondence of a general nature in reply to inquiries or requests, such as, information for a service, information for visitors regarding scheduled dates, reservations. Takes and transcribes from voice recordings dictation from the ELT. Instructs and assists the various secretaries/administrative assistants in the professional service offices on procedural matters such as the correct procedures to follow in preparing correspondence. Work Schedule: Monday - Friday, 8:00 am to 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD02357O and PD02359O Relocation/Recruitment Incentives: Not Authorized 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, 01/31/2024. 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-05. For a GS-09 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-7 Minimum Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Tracking suspenses; scheduling meetings using an automated/electronic calendar; transcribing meeting minutes for dissemination throughout an organization; entering Time and Attendance into an automated database; creating draft presentations and reports for leadership and an administrative team; receiving mail and office correspondence for dissemination; maintaining office supplies and submitting work orders or purchase requests for supplies, keys, and other materials upon request. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) full year of graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-9 Minimum Requirements: 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: Performing administrative duties and working collaboratively with site leadership; managing databases to track information and analyze trends; developing and implementing local policies, and interpreting administrative policies; composing and screening correspondence and memorandums for accuracy and completeness; implementing process improvement projects; organizing meetings and conferences and establishing and implementing office practices and procedures to be used by administrative staff; ensuring that the clinic is fully operational and meets VA regulations and Joint Commission standards. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first year (18 semester hours) of graduate school may be used to qualify applicants for the GS-09 level. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsTechnology Application 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 requires some walking, standing, bending, and carrying of light items, such as paper, files, and books. No special physical qualifications are required to perform the duties. 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

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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Veronica Alvarado
• Phone: (415) 960-5758
• Email: [email protected]