The Secretary for the Chief of Staff's office performs duties to assist the Chief of Staff, and in some cases the subordinate staff of the Chief of Staff, by performing general office work auxiliary to the work of the organization. The position is the principal clerical or administrative support position, operating independently of any other such position in the office.

Duties

Duties include, but are not limited to: Receives calls and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members. Takes messages and/or provides information as to availability of the supervisor. Refers matters to appropriate staff on the basis of knowledge of the various organizational components and individual responsibility. Reviews, composes and prepares all correspondence received by the activity for necessary action. Composes correspondence on own initiative, based on a knowledge of superiors views. Types into final form from written material, brief instructions and/or voice recordings pertaining to intra-agency and public correspondence, narrative and tabulated reports, travel documents, personnel actions, etc., using manual, electric, or automated typing equipment. Assists supervisor's subordinates in the procedural aspects of expediting the work of the office, including distributing the workload of clerical help to take care of fluctuating workload. Takes meeting minutes accurately, and captures action items from the meeting. Provides information within standard office procedure, generally pertaining to any of the duty areas herein described and within caller's "need to know". Authorized to give out administrative and technical knowledge to callers upon determination of their right to receive it. Reviews documents prepared for signature of or requiring coordination by management for appropriate tone; conformance with regulations, grammar, format and special policies of the activity and completeness of information. Returns inadequate communications to originator for correction when not in conformance with known policies, or when correspondence regulations have not been followed. Prepares regular and special reports such as, but not limited to, time/attendance, leave, and degree of use of filing space, etc. Provides assistance for a variety of problems and inquiries which are received in person, telephonically or by referral from other secretaries in the organization. Responds to requests for information and/or develops one-of-a-kind reports covering organizational or technically oriented matters when information is available in office records and/or files. Follows up on projects resulting from conferences to insure that schedules are met and reports progress to managers. Keeps the superiors informed of important details of the office, visitors, and various events where failure to recognize significant matters might impair the effective operation of the organization. Decided whether the importance of business such as to require personal attention of superiors or referral to the appropriate division concerned with specific subject. Establishes priorities, sets up reschedules or refuses appointments, accepts or declines invitations to meetings and arranges for representation by a subordinate official. Controls activities schedule and reminds managers of appointments. Advises and instructs subordinate offices through discussions with author or typist on all phases of correspondence procedures to obtain higher degree of compliance with general activity policies and correspondence regulations. Processes incoming correspondence and material. Screens correspondence for matters which can be acted on personally and takes necessary action. Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure. Refers to supervisor those cases which the incumbent is aware supervisor will want to act on personally or be made aware of. Reply to general inquiries not requiring a specialized knowledge of programs and projects under supervisor's control. Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject. Reviews and proofreads outgoing correspondence, completed work, and other documents for format, policy conformance, and typographical and grammatical accuracy and ensures that all necessary background material is attached as circumstance requires. Gives advice and instructions to subordinate offices through discussion with author or staff to obtain higher degree of compliance with general installation policies and correspondence regulations. 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 - 4:30am Telework: Occasional Ad Hoc only. Position Description/PD#: Secretary - Office of the Chief of Staff/PD122170 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/27/2024. 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-06 position you must have served 52 weeks at the GS-05. For a GS-07 position you must have served 52 weeks at the GS-06. 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. Preferred Experience, Not Required: Knowledge of medical terminology Preferred Experience: Strong organizational skills, experience working with clinical staff, excellent customer service skills, strong computer skills. You may qualify based on your experience as described below: You will be rated on the following Competencies for this position: Specialized Experience: GS-06 Level - You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: receiving and screening visitors and telephone calls; escorting and referring callers to proper personnel; proofreading completed work for accuracy in spelling, grammatical construction, and punctuation; ensuring that correspondence is properly routed in a timely manner; typing into final form a wide variety of written materials; and informing and instructing typing and clerical personnel concerning procedures for preparation of correspondence. Specialized Experience: GS-07 Level- 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: receiving visitors and incoming calls, resolving problems of both general and specific nature, and referring matters to appropriate staff; screening incoming correspondence for matters which can be acted on personally and taking necessary action; obtaining information required by management from various sources within the VA; composing correspondence on own initiative based on a knowledge of supervisor's views and desires; and taking meeting minutes, composing letters, endorsements, messages, office instructions and reports with responsibility for sentence structure, grammar, and spelling. Specialized Experience: GS-08 Level - You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: providing clerical and administrative assistance to the organization; receiving all visitors and telephone calls to superiors; controlling activities, schedule, and reminds managers of appointments; reviewing correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations, grammar format, and special policies of the installation; obtaining information required by management for various sources within the VA; composing correspondence on own initiate, based on a knowledge of supervisor's views and desires; and preparing regular and special records such as, but not limited to, time/attendance, leave, degree of use of filing space, and amount of material present in offices. Computer SkillsCustomer Service (Clerical/Technical)Manages and Organizes InformationTechnical Competence 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. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. 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 VA Western Colorado Health Care System 2121 North Avenue Grand Junction, CO 81501 US
• Name: Gabriela Soria
• Phone: 303-202-8656
• Email: [email protected]