This Secretary (OA) position is located in Office of the Director at the Manchester, NH location. This position is full time at 40 hours per week.

Duties

The incumbent acts as an office manager for the Medical Center Director and primary responsibility is to provide administrative and clerical support to the Medical Center Director and top management. The Medical Center Director's responsibility includes direction of administrative and medical services. The incumbent serves as the Secretary to the Medical Center Director. Major Duties: Public Contact Work Received schedules, refers, and contact members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Notifies the appropriate subordinate management officials of the need for information or recommendation, and either prepares the response or follow sup to ensure a timely response by others. Mail, Correspondence, and Reports Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties, edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares correspondence and certain procedural authorizations in the name of the supervisor when previous instructions have covered the matter. Screens all publications, directive, and periodicals, and brings those of significance to the supervisor's attention. In the supervisor absence, maintains a file of correspondence and events of which the supervisor should know and, upon the supervisors return, brings such matters to the supervisor attention. Manages Boards, Committees, Symposia, Conference Plans and/or supports committees, boards, symposia, or conferences . Manages schedules, agendas, and action items for key groups. Based on understanding of important programs and issues from outside the organization, develops agendas and plans . Schedules regular and special meetings, using knowledge of program events to determine need and timing. Assembles relevant background information. Takes or directs taking of minutes and prepares approved minutes. Tracks and ensures all action items are assigned and a completed response is sent timely. Maintaining Appointments, Calendars, & Schedules Schedules appointments, coordinates meetings, and/or schedules conferences. Exercises exclusive control over the supervisor's appointments, with complete authority for commitment of time. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the supervisor. Office Supplies and Equipment Obtains and monitors the use of services, supplies, or equipment for the office. Provides general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services. Consolidates equipment or service requests from various offices. Ascertains the needs of subordinate offices and coordinates the purchase of equipment and services to meet the organization's needs. Studies the various offices to determine usage's and needs and merges needs into one recommendation for the organization as a whole. Subsequently, acquires the equipment and services using procedures to procure, authorize, control, and justify these purchases. 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, 7:30am-4:00pm Compressed/Flexible: Not Available Telework: Available Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD001790 and PD001780 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required NOTIFICATIONS: This is a non-bargaining unit position. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/05/2024. 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-09 position you must have served 52 weeks at the GS-08. For a GS-08 position you must have served 52 weeks at the GS-07.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-07 for the GS-08 or GS-08 for the GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing secretarial duties to include; maintain electronic databases and files, coordinate meeting and appointments, creating office correspondences, maintaining calendars, and taking meeting minutes for higher level supervisors. The candidate must also have experience in office management and administrative assistant duties, and the ability to effectively utilize multiple software platforms, including shared drives, calendars and SharePoints. Experience managing and communicating sensitive information within an agency and to external stakeholders. The ability to manage and merge calendars and reserve office space on a shared platform with other administrative assistants. Payroll experience, including validation of time cards and entering proxy leave. Managing and prioritizing phone calls to executive leadership from a variety of stakeholders addressing operations, requests and concerns. You will be rated on the following Competencies for this position: Administration and ManagementManages and Organizes InformationManages ResourcesOrganizational AwarenessWritten Communication 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 physical demands imposed are sedentary with the usual mobility necessary in the performance of Secretarial duties. Composure tact and confidentiality are prerequisites. 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 Manchester VA Medical Center 718 Smyth Road Manchester, NH 03104 US
• Name: Robert Spinney
• Phone: 7748264814
• Email: [email protected]