This position if located in the Executive Leadership Team (ELT) Offices which includes the Medical Center Director, Associate Director (AD), Chief of Staff (CoS), and the Nurse Executive (NE). This incumbent serves as principal office assistant to the CoS. Incumbent participates actively in the management of the ELT Offices by performing a wide variety of administrative assistant and miscellaneous clerical work.

Duties

Screening calls and visitors to the ELT Offices, referring to appropriate Services those matters that do no require the supervisor's attention. Reviewing of incoming correspondence, screening material prior to distribution for suspense dates, establishing controls, and following up for supervisor. Disseminates to the operating service. Obtains background information or files on own initiative when it appears such information will be of assistance to supervisor. Composing and preparing correspondence requiring familiarity with Health Care System policies and procedures. This includes correspondence to VACO, VISN Office, as well as other organizations and agencies. Using work processing software and printing equipment to create copy, edit, e., make insertions or deletions or move materials from one place to another; store, retrieve and print a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists. Reviewing CoS' electronic mail in his/her absence and refer issues to designees. As a Control Point Clerk, entering requests electronically for supplies and services, as directed by the ELT members for approval. Maintaining Office of the ELT's Time and Attendance Reports, insuring that at the end of the pay period, times is taken to check each card for accuracy. Searching for, assembling, and summarizing information as required from the files and documents as requested by the supervisor in anticipation of the supervisor's needs. Maintaining supervisor's calendar based on knowledge of his/her interest and commitments. Arranging appointments and conferences involving the CoS with his/her subordinates and other officials of the Medical Center, and ensures attendance. Selects mutually satisfactory time, reserving meeting rooms, notifying participants, attending the meetings when appropriate and preparing reports of the proceedings. Advises individuals concerned when appointments must be rescheduled, and arranges mutually convenient times for new appointments. Coordinating replies to correspondence of all VACO reports, VISN reports, non-recurring reports forwarded to the CoS for action and follows up on report progress in insure action is properly taken and replies are made within the allotted time. Coordinating replies designated for action to the CoS to ensure the Service designated responds in a timely manner. Proof-reading of prepared correspondence for procedural and grammatical accuracy; recognizes and corrects errors in correspondence/reports and coordinates deviations with the originator or correspondence/reports. Maintaining high level of appropriate confidentiality, without exception, in all aspects of organizational activities involving sensitive or confidential material. Work Schedule: Monday - Friday, 8:00am - 4:30pm Compressed/Flexible: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA) - NTE 1 Year/PD902240 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 04/22/2024. 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-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 specialized 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: arranging meetings, conferences, and conference calls, establishing mutual times, conferences rooms and equipment; examining a wide variety of written material to ensure compliance with rules of correspondence for clarity, completeness of reply, and grammatical and procedural correctness; responsible for tracking suspense's from multiple sources; collaborating, communicating, setting priorities, and organizing work to meet deadlines, ensuring compliance with established processes, policies, and regulations TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the specialized experience requirements, you must be able to type at least 40 words per minute. You will be rated on the following Competencies for this position: ClericalCustomer ServiceOrganizational Awareness 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. It occasionally requires lifting and carrying light objects such as files, books, and papers. No special physical qualifications are required. 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 White City VA Medical Center 8495 Crater Lake Highway White City, OR 97503 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]