Serve as the personal secretary to the Associate/Deputy Director, for Bay Pines VA Healthcare System. Serve as the principal office clerical or administrative support position to the head of the organizational unit by assisting the supervisor, and in some cases, the subordinate staff of that individual Therefore, there is typically no more than one secretary role possible in each organizational unit.

Duties

Duties consist of the following, but are not limited to: Receives telephone calls and visitors from VA headquarters; VISN, members of Congress or Congressional staff members; executives in private enterprise, contractors, VA employees, union representatives, etc. Personally handles many matters, including complaints that employees or patients feel warrant the supervisor's attention. Give out administrative and technical information to callers upon determination of their right to receive it. Assigns items to the appropriate personnel or organization for action/response. Provides administrative assistance to and coordinates with tasked parties to assemble appropriate responses. Maintains supervisor's calendar of events, reminding him/her of appointments, furnishing briefs of subject matter and/or purpose of meeting. Makes appointments for the supervisor and having complete authority for commitments of time. Forecasts potential requirements, resolves problems and plans exhibiting conflicting elements and projects time for recurring requirements to ensure maximum time management. Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with supervisor enroute, writing thank you letters after return as needed, and submitting travel vouchers and reports. Serves as buffer and acts as liaison between Service Chiefs , staff and the senior executive team member for the assigned Directorate by providing accurate, timely advice on procedures, reports, requirements, and other matters necessary to implement the policies, directives, and instructions. Provides advice and recommendations to the orchestration of events and activities. Coordinates on Action Items and various responses to higher levels. Creates, processes and/or tracks personnel actions as assigned. Serve as a time-keeper or back-up timekeeper for the Directorate and/or assist other Directorates as needed. Reviews correspondence and documents prepared for signature of or requiring coordination by superior(s) for conformance with regulations, grammar, format, and special policies of the facility. Prepares complex but non-technical answers to queries and actions, on own initiative, or from brief comments from the supervisor(s). Reads incoming publications, regulations, and directives which may be important to the activities of superiors or members of the staff. Composes correspondence on own initiative, based on a knowledge of superiors views and desires. Maintains files in accordance with governing regulatory procedures. Maintains personal files for the supervisor. Arranges meetings and conferences including space, time, attendees, agenda and background material. Updates and files all policies and memorandum for the Directorate. Obtains and monitors the use of supplies, equipment, or services for the office. Uses office automation systems and various Microsoft software packages/programs, to accomplish work. Prepares a variety of narrative and statistical material, correspondence, letters, memorandum, reports, labels, etc., in final form for the supervisor's signature. Performs other duties as assigned. 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 8:00am-4:30pm Telework: This position may be authorized for telework (Ad-Hoc). Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD99950A and PD10854A 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, 06/21/2024. 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 and 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. Proficiency Requirements In addition to meeting experience or education requirements, this position requires a typing requirement of 40 words per minute. You may qualify based on your experience as described below: For the GS-07: Carefully read the following descriptions of the required specialized experience for the position. Your resume must support your response. Applicants must have one (1) full year of specialized experience related to this position. This experience must have been equivalent to at least the GS-06 grade level in the Federal Service. Specialized experience: Examples of specialized experience would typically include, but are not limited to: Research, gather, and assemble information for reports and reporting purposes; Respond to action items or other types of inquiries; Create correspondence, memorandums, letters; Clerical and administrative support; Perform work utilizing electronic typewriter, microcomputer, computer terminal, or personal computer (PC); Operate related equipment such as fax machines, printers, and scanners, as required; Utilize Microsoft Outlook, Word, Excel, PowerPoint, Access, etc., to create, update, edit and revise a wide range of documents, automated records, databases; Arranges meetings and conferences; Serve as primary or backup timekeeper as needed; Make travel arrangements; Submit travel vouchers; Taking meeting minutes. For the GS-08: Carefully read the following descriptions of the required specialized experience for the position. Your resume must support your response. Applicants must have one (1) full year of specialized experience related to this position. This experience must have been equivalent to at least the GS-07 grade level in the Federal Service. Specialized experience: Examples of specialized experience would typically include, but are not limited to: Research, gather, and assemble information for reports and reporting purposes; Respond to action items or other types of inquiries; Create correspondence, memorandums, letters; Clerical and administrative support; Perform work utilizing electronic typewriter, microcomputer, computer terminal, or personal computer (PC); Operate related equipment such as fax machines, printers, and scanners, as required; Utilize Microsoft Outlook, Word, Excel, PowerPoint, Access, etc., to create, update, edit and revise a wide range of documents, automated records, databases; Arranges meetings and conferences; Serve as primary or backup timekeeper as needed; Make travel arrangements; Submit travel vouchers; Taking meeting minutes. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationWriting 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 primarily sedentary. Work requires some walking, standing, bending and carrying light items such as books, folders, papers, etc. 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 CW Bill Young Department of Veterans Affairs Medical Center 10000 Bay Pines Boulevard Bay Pines, FL 33744 US
• Name: Juan Mendez
• Phone: 813-816-7155 X100155
• Email: [email protected]