Serves as the Secretary to the Chief of Staff (COS) and provides secretarial and related clerical administrative services to the Health Systems Specialist (HSS). The work consists of duties utilizing administrative and technical skills, and positive communication skills with internal and external customers.

Duties

Major duties include but are not limited to: Maintains and manages the Chief Of Staff and the Health Systems Specialist calendars, schedules conferences, makes or refuses appointments, accepts or declines invitations to meetings based on professional judgment and basic understanding of subject matters. Arranges for conferences and meetings, including location, schedule, agenda and notification of those in attendance. Coordinates travel, makes travel arrangements, prepares travel estimates and maintains records of travel cost of staff members and other budget items. Transcribes, prepares and disseminates agenda items and minutes from meetings. Receives, screens, and distributes all incoming correspondence. Prepares and/or reviews outgoing correspondence for correct punctuation, spelling, grammar and arrangement for transmittal, conformance to policy and factual correctness. Generates draft memorandums, letters, reports, presentations and responses to inquiries. Responds to incoming general inquiries as they relate to operations of the Chief of Staff's Office. Accepts and screens visitors and telephone calls and provides information and assistance, refers to appropriate staff. 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. Provides administrative assistance in the performance of studies such as manpower analysis, workload studies, or comparable work to meet the needs of the organization. Makes individual purchases not to exceed $3000, reconciles purchase card charges and resolves disputes of unknown or incorrect charges. Serves as the primary timekeeper for the Chief of Staff's Office and a back up timekeeper for the Director's Suite. Work Schedule: Monday-Friday, 8:00AM-4:30PM Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD010100 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 by the closing date of this announcement, 05/23/2024. 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-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: 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: Secretarial and administrative support in a medical, surgical, or hospital setting; Establishing office procedures and recommending improvements as needed; Independently analyze, prioritize and complete projects; Comprehensive knowledge of policies and views on all significant matters that affect an organization; Composing correspondence and preparing them in final format using a variety of computer software applications (i.e., Excel, Outlook, Access, PowerPoint, SharePoint, etc.); Proofreading and final review of correspondence and reports; Answering and directing phone calls; scheduling appointments; coordinating meetings and/or conferences; Maintaining calendars and schedules for staff; Arranging employee travel; Performing timekeeping duties. 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: ClericalCustomer Service (Clerical/Technical)Organizational AwarenessWriting 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 incumbent's work requires some walking, standing, bending, and carrying items, such as books, equipment and papers. 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: Jennifer McCullar
• Phone: 727-398-6661 X64697
• Email: [email protected]