This Secretary (OA) position serves as the Executive Secretary for the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) and exercises exclusive control over the ADPCS/NE schedule establishing and adjusting priorities, rescheduling appointments as necessary, notifying staff of meetings, etc. He/she independently uses initiative to resolve issues of an unusual nature. He/she keeps the ADPCS/NE informed of the schedule and gives updates as changes are made.

Duties

Duties include but are not limited to the following: Processes incoming mail received to the ADPCS/NE including information received by electronic transmission, telefax, and hard-copy mail Ensures information is distributed in an appropriate and timely manner Makes assignment of action to the appropriate staff based on past experience and review of the content of the action item Ensures information continues to flow, keeping the ADPCS/NE aware of pertinent issues and incoming communication in his/her stead Acts as a backup for the other Executive Secretaries in their absence Takes phone calls from Veterans for complaints and writes up a report of contact as appropriate and notifies appropriate staff that can handle the complaint Maintains professional composure under difficult situations and confidentiality with information received in the Executive Office Notifies VA Police and/or Disruptive Behavior Committee Chair of any threatening behavior by customers as appropriate May have to interact with Senator and Congressional personnel in the performance of duties Reviews correspondence and documents prepared for signature by the ADPCS/NE to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of this facility Prepares routine official correspondence and office reports, based on standing procedures, past practices, or information received through verbal instructions or gleaned from available background information Responses on routine matters are prepared and given to the ADPCS/NE along with the incoming correspondence Takes and transcribes dictation into letters, endorsements, messages, office instructions, and reports, with responsibility for sentence structure, grammar, and spelling Serves as recorder for committees as assigned, taking and transcribing meeting minutes, ensuring appropriate distribution of minutes once approved, and supporting the committee chair in notifying staff of action assignments Responds to requests from departments or staff within the Medical Center for information concerning programs under the ADPCS/NE's control Coordinates meetings and conferences for the ADPCS/NE as well as official visits, and other activities Makes or assigns all necessary travel arrangements for the ADPCS/NE, including airline and hotel reservations, requests for funding of training, conference registration, etc Serves as Controlled Correspondence Officer for Patient Care Line Service, ensuring that controlled correspondence such as congressional inquiries, patient complaints, etc., are assigned to the appropriate staff for completion and monitored for timely response Takes appropriate follow-up action in situations when responses do not meet the established deadlines or if responses provided are insufficient Maintains government manuals, policy notebooks, and files in the Patient Care Line Service and ensures such records are handled appropriately and are available as needed Communicates Patient Care Line Service policies to the Administrative Assistance Team (AAT) and serves as a member of that group Provides orientation for all new secretarial/ administrative support staff in departments under the supervision of the ADPCS/NE Serves as a timekeeper and alternate timekeeper as assigned for the Patient Care Line Service and the Executive Office Manages purchasing requests as needed for ADPCS/NE Work Schedule: Monday - Friday; 08:00 am to 4:30 pm Telework: AD-HOC Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD802450 Relocation/Recruitment Incentives: 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, 05/09/2024. 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-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: Experience performing clerical, secretarial or administrative functions in a medical environment; reviewing correspondence for procedural, grammatical and/or typographical accuracy; performing administrative support work such as program or office planning; triaging incoming calls, maintaining filing systems; and organizing, scheduling and handling logistics for conferences, meetings, interviews. NOTE: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailCustomer ServiceManages and Organizes InformationProblem Solving 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 weight objects such as files, books, and papers. Some walking may be required. 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 Jonathan M Wainwright Memorial VA Medical Center 77 Wainwright Drive Walla Walla, WA 99362 US
• Name: Denise Lindsey
• Phone: 916-776-0180
• Email: [email protected]