Serves as the Secretary to the Associate Director of Patient Care Services/Nurse Executive (ADPCS/NE) at the El Paso VA Health Care System. The ADPCS/NE is part of the Pentad Leadership which consists of the Director, Assistant Director, Chief of Staff and ADPCS/NE. Responsible for the full range of comprehensive clerical and administrative support duties consistent with an executive secretary level of performance.

Duties

Duties include, but are not limited to: Serving as executive secretary to the ADPCS/NE and all nursing clinics Providing administrative support as needed to the ADPCS/NE direct reports and their staff Managing all office administrative tasks such as schedule management, filing, coordinating meetings, composing letters and memorandums on behalf of the ADPCS/NE Managing correspondence such that the office runs smoothly and all tasks are completed in a timely manner Preparing public presentation outlines, developing standard or form letters and replying to inquiries Screening screens calls and visitors to the ADPCS/NE's office Referring to staff members and forwarding to the ADPCS/NE only those calls or visitors requiring personal attention Screening calls and visitors to the Executive Office, problem solving and referring issues to staff members as appropriate often with complex follow up Serving as a Patient Advocate, serving as the initial point of contact for all visitors Responsible for ascertaining the facts to complex issues and determining the proper follow-up and disposition that is required, because there is no written guidance for these complex issues Handling many requests for information and assisting in resolving a variety of complaints made by staff and patients and their families Receiving visiting dignitaries and performing duties requested by them Acting as liaison to staff within the medical center and providing accurate advice on procedures, reports, requirements and policies and instructions Coordinating correspondence, determining proper action and routing and often preparing responses before referring to the ADPCS/NE Reviewing outgoing correspondence and reports, ensuring proper format, mathematical correctness, correct grammatical content and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy and within time parameters Assisting in collecting and organizing data to perform assignments where both substantive and administrative information must be obtained and furnished Maintaining files and a filing system appropriate for use in VA with the ability to maintain suspense files or retrieval systems in order to follow-up on correspondence or reports Transcribing dictation of correspondence, reports and telephone conversations for the ADPCS/NE to include minutes of various meetings Preparing requests for personnel actions for the entire nursing service Serving as PIV card sponsor for the Service Frequently covering for other secretaries in the Executive Office Performing other related duties as assigned Work Schedule: Fulltime, Monday thru Friday 8:00 a.m. to 4:45 p.m. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD756-01107-O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Bargaining Unit position

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/14/2024. 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. 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-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: knowledge of the duties, priorities, commitments, policies and program goals of the staff in an executive office sufficient to perform non-routine assignments such as: independently noting and following-up on commitments made at meetings and conferences by staff members; locating and summarizing information from files and documents when this requires recognizing which information is or is not relevant to the problem at hand; ability to coordinate the work of the office with the work of other offices and to recognize the need for such coordination in various circumstances, including advising administrative staff in other clinical and non clinical office and clinics concerning such matters as the information to be provided by them for use in presentations or reports; ability to multi-task; knowledge of MS Word or comparable word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers, inserting and deleting text; formatting letters, reports and memoranda and transmitting and receiving e-mail; knowledge of MS Excel or other comparable spreadsheet software to develop and change spreadsheets in order to graphically display data; knowledge of MS PowerPoint or other comparable graphics software to develop presentation materials; ability to learn to use Proclarity and AcuStaf software, if needed, to retrieve and manage database information and proficiency level typing skill is required. In addition to meeting experience requirements, applicants for this position must show possession of the following skill:*40 words per minute typing speed. You will be rated on the following Competencies for this position: Attention to detail Decision making Interpersonal skills Manages and organizes information Planning and evaluating Technical 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]