Serves as the personal secretary to the Associate Director at the West Palm Beach VA Healthcare System. The incumbent carries out and coordinates all the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the organization. Duties require a knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others.

Duties

Major Duties Include (but not limited to): Uses computer software as a timekeeper and coordinates and oversees Concur/Travel processes. Takes and transcribes dictation for correspondence, conferences, staff meetings, and reports. Prepares and/or reviews outgoing correspondence for correct punctuation, spelling, grammar and arrangement for transmittal, conformance to policy and factual correctness. Screens visitors and callers and provides information and assistance on nonprofessional and non-technical matters. Receives and attempts to resolve complaints from patients and their family members and legal guardians, directing them to other subject-expert staff as necessary, when appropriate. Instructs and trains secretaries of clinical services by personal counseling on Headquarters, VISN and Medical Center regulations, policies, and procedures as they relate to their responsibilities, and correct preparation of correspondence. Uses Microsoft applications such as Word, Excel, Outlook, PowerPoint, and SharePoint proficiently to produce various types of correspondence, reports, and other documents. Work Schedule: Monday - Friday, 8:00am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD99950A 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, 02/05/2024. GS-08 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: 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: Transcribes, prepares and disseminates agenda items and minutes from meetings. Arranges for conferences and meetings, including location, schedule, agenda and notification of those in attendance. Provides administrative assistance in the performance of studies such as manpower analysis, workload studies, or comparable work to meet the needs of the organization. Maintains supervisors calendars, schedules conference, makes appointments or refuses appointments, accepts or declines invitations to meetings. Generates draft memorandums, letters, reports, presentations and responses to inquiries. Note: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. You will be rated on the following Competencies for this position:Administration and ManagementComputer SkillsContract AdministrationManaging Human ResourcesWithout more than normal supervision 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 primarily sedentary. Work requires some walking, standing, bending and carrying light items such as books, folders, papers, etc. 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 West Palm Beach VA Medical Center 7305 North Military Trail West Palm Beach, FL 33410 US
• Name: Michael Markham
• Phone: 254-778-4811 X50406
• Email: [email protected]