This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), and VA Roseburg Healthcare System (VARHS) and is the Executive Secretary to the Director providing clerical and administrative assistance to the Director.

Duties

Incumbent is the lead secretary in the office of the Executive Staff and acts as the office manager to review and coordinate the activities of the secretarial staff. Exercises control over the Director's schedule with complete authority for commitments. He/she arranges meetings including agenda, space, time and staff, assembles background material for agenda items and informs participants of topics to be discussed. Receives and screens telephone calls and visitors for the Director, and on own initiative determines which can be answered personally and which should be directed elsewhere or referred for the Director's personal attention. These inquiries involve employees, Veterans, veterans' families/representatives, EEO investigators, OIG/GAO, VHA, VISN, congressional personnel, state and local government agencies as well as a wide range of other individuals. Suspends matters requiring action by service and/or program managers and follows up to ensure compliance. Screens correspondence for the Director's signature to ensure clarity, completeness and grammatical and procedural correctness. Also ensures correspondence is prepared and completed according to VA correspondence policies. Assists and trains administrative staff in the organization with VA policies concerning preparation of correspondence and provides training on organizational policies and procedures. Coordinates orientation for new secretaries in the office. Transmits, composes, receives and acknowledges electronic mail messages for the Director. Serves as surrogate to the Director on VISTA and MS Exchange electronic mail messages. Must be proficient in the use of Microsoft Word, Excel, Power Point and also serves as the alternate ADPAC for the Executive Office. Returns inadequate correspondence for corrections and/or re-composition and follows up with appropriate service manager to assure compliance with due dates. Compiles a file of mail received and reports of events that occurred during the Director's absence for an informational briefing upon his/her return. Assures appointment of an Acting Director during periods of absences of the Director, notifying VISN 20, AOD and posting on the electronic communication tool the Newswire. Creates and installs a system of office procedures and practices. Oversees the workflow of the office to ensure compliance with deadlines and equity of volume of workload. Provides training and oversight for the volunteers and work study students who work in the office.Receives and hears complaints and grievances from patients and their families/representatives and employees. Assists in resolving concerns relating to a variety of organizational issues by referring the patient and or family representative to the appropriate subject matter expert or the Patient Advocate.Serves as Records Liaison and is responsible for the proper creation, maintenance and disposition of all files in the Executive Office. Director is designated as EEO Officer for the organization; therefore, receives confidential EEO material. Maintains EEO files if needed and communicates with the EEO Specialist to ensure compliance. Also receives confidential documents concerning pending investigations, grievances, and EEO settlements, etc. Ensures protection of documents and electronic files containing sensitive information used in the performance of official duties according to the provisions of the Privacy Act of 197 4 and other applicable laws and regulations. Screens and suspends to the appropriate personnel for a gap analysis, publications such as handbooks, directives, information letters and periodicals when they are received via electronically or hard copy to determine if urgent or emergent 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, 8:00a-4:30p Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD304120 and PD302010 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 02/12/2024. 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 within 30 days of the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. For a GS-8 position you must have served 52 weeks at the GS-7. 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-7: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receives and screens telephone calls and visitors. All material is checked for grammatical correctness, clarity, appropriate reading level, and consistency with regulations and style and format requirements prior to submission to leadership. Arranges meetings including agenda, space, time and staff coordination, assemble background material for agenda items and informs participants of topics to be discussed. Assists in resolving concerns relating to a variety of organizational issues. Arranges conferences for the Director; prepares agendas and equipment needed, notifies attendees, attends and records the minutes which are later summarized and distributed. Assists as an Office Manager to review and coordinate the activities of the secretarial staff. NOTE: Experience must be fully documented on your resume and must include job title, GS level (if a federal position), duties, month & year starting and ending dates AND hours worked per week. GS-8: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receives and screens telephone calls and visitors. All material is checked for grammatical correctness, clarity, appropriate reading level, and consistency with regulations and style and format requirements prior to submission to leadership. Arranges meetings including agenda, space, time and staff coordination, assemble background material for agenda items and informs participants of topics to be discussed. Assists in resolving concerns relating to a variety of organizational issues. Arranges conferences for the Director; prepares agendas and equipment needed, notifies attendees, attends and records the minutes which are later summarized and distributed. Acts as Office Manager to review and coordinate the activities of the secretarial staff. Represents the Director when speaking to Veterans, staff, congressional representatives and other internal and external stakeholders. NOTE: Experience must be fully documented on your resume and must include job title, GS level (if a federal position), duties, month & year starting and ending dates AND hours worked per week. Proficiency Requirements: Applicants must be able to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate or proficiency from a school or other organization, or by self-certifying their proficiency. Preferred Experience: Complex meeting agenda and minutes recording experience Scheduling for executive and large groups Writing experience, knowledge of spelling and grammar Interpersonal skills highly important dealing with difficult individuals multiple time per day Experience as a secretary and demostrates the abiliity to multi-task Minutes for organization Scheduling of an executive 2 years of administrative assistant/secretary You may qualify based on your experience as described below. You will be rated on the following Competencies for this position: ClericalConflict ManagementManages and Organizes InformationTechnology ApplicationWriting 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 incumbent may sit to carry out the duties, however, there may be some walking, standing, bending and carrying of light items such as books, files, lap top computer, etc. 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.

Contacts

• Address Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: Emily E Hammond
• Phone: 208-422-1000 X4835
• Email: [email protected]