This position is located within the Executive Suite of the Central Alabama Veterans Health Care System (CAVHCS) located at Tuskegee, AL. This position serves as the principal clerical and administrative support for the Deputy Director and may be required to assist other Executive Secretaries and Administrative staff by carrying out and coordinating all the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the organization.

Duties

Responsibilities include, but are not limited to: Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls. The incumbent independently takes care of many matters and questions including answering substantive questions not requiring technical knowledge. Incumbent supports the Deputy Director in Resources Executive Council administratively to include scheduling presentations through audio and visual connections and prepare comprehensive meeting minutes in support of the Resources Executive Council. Incumbent prepares meeting agendas independent of the Director and establishes a specific filing system for easy retrieval of all follow-up actions. Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls. Responds to complex questions involving a range of issues that are posed to the Executive office. Process and edit incoming and outgoing correspondence, reports, memoranda, reports, data sheets and other forms of written communications to ensure responses and reports are proofread, in accurate format. Compose and edits letters, reports for accuracy and completeness, prepares public presentation outlines and develop standards form letters and replies to inquiries using proper formatting and guidelines. Track and maintains VA Central Office, White House, Veterans Integrated Service Network, Office of the Inspector General, Health Care System correspondence and reports to include patient inquiries using SharePoint. Assigns deadlines and establishes controls for follow-up. Research files, develops and assembles background information for correspondences and reports. Provides public contact support services by screening all calls to determine if the call requires immediate attention and refers visitors and Veterans to the appropriate point of contact. Accurately takes and transcribes all taped or handwritten notes and prepares meeting minutes, correspondence, memoranda, reports and bulletins. Using Outlook, electronically schedules appointments, coordinates meetings, schedules video-teleconferences, telephone conferences and accurately maintains calendar Serve as timekeeper for the Deputy Medical Center Director's direct reports. Advise the Deputy Medical Center Director on the nature of conferences, appointments and meetings and assures necessary background materials are made available for review prior to approval/meeting. Prepares all travel arrangements for the Deputy Medical Center Director via system. Organizes and maintains files and office records in accordance with RCS 10-1. Maintains tracking system of ongoing and planned activities for the Deputy Medical Center Director and reminds appropriate staff members as to upcoming deadlines, events and needs. Perform other duties as assigned. Work Schedule: Monday through Friday, 8:00 AM - 4:30 PM Subject to change based on agency needs. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD09306A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/01/2024. 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-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 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: Examples of specialized experiences are: working in a Executive office or front office; or administrative secretary/assistant work to executive management in a health care setting; prioritizing, coordinating support and completing tasks within established time frames; use of office automation equipment such as computers, telephones, conference equipment, copiers, and fax machines; following complex administrative procedures; experience developing and installing office procedures, policies and practices; use of computer programs, such as Microsoft Office (Word, Excel, and Outlook); preparation of reports, correspondence, memorandums, and other forms of written communication; interfacing with outside organizations, referring visitors and callers to appropriate staff; instruct others on procedural requirements of a job; serving as a liaison to convey information; assembling/preparing information for a variety of meetings, reports and correspondence at the executive level. To be creditable, this experience must have been equivalent to at least the GS-07level in Federal service. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsOral CommunicationTechnical Competence 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. 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.

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 Central Alabama VA Medical Center-Montgomery 215 Perry Hill Road Montgomery, AL 36109 US
• Name: Matthew Lozzi
• Email: [email protected]