The incumbent serves as the personal Secretary to the Associate Director, Chief of Staff or Associate Director, Patient Care Services, for the West Palm Beach VA Medical Center.

Duties

Major duties include, but are not limited to: Receiving 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. Authorized to give out administrative and technical information to callers upon determination of their right to receive it. Managing the executive team member's email inbox for the assigned directorate. Providing administrative assistance to and coordinating with tasked parties to assemble appropriate responses. Maintaining supervisor's calendar of events, reminding him/her of appointments, furnishing briefs of subject matter and/or purpose of meeting. Responding to and resolving unanticipated developments requiring changes and adjustments in plans; e.g., scheduling supervisor to see high ranking officials. In the absence of the executive team member, assuming responsibility for ensuring that requests for action or information, which could normally receive attention, are made known to responsible directorate or staff personnel who can satisfy the request. Making all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in tough with supervisor enroute, writing thank you letters after return as needed, and submitting travel vouchers and reports. Serving as buffer and acting 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 policies, directives, and instructions. Gathering information and preparing briefing slides and read-a-head packets for meetings and staff calls as necessary. Creating, processing, and/or tracking personnel actions as assigned. May be required to serve as timekeeper or back-up timekeeper for the Directorate and/or assist other Directorates as needed. Executing responsibility for the general management of the office through the performance of a variety of duties representative of, but not limited to: determining the need for, establishing and maintaining a variety of subject matter files, regulatory and guideline material, and publications; gathering and analyzing data and developing special and regular reports. Keeping abreast of controls and procedures governing the preparation and processing of material (correspondence, reports, personnel actions, and other action papers) and fully advises organizational personnel (supervisors, subordinates and clerical employees, etc.). Reading incoming publications, regulations, and directives which may be important to the activities of superiors or members of the staff. Screening incoming documents from staff members to ensure compliance with regulations or for discussion at staff meetings. Composing nontechnical correspondence on a variety of topics. Maintaining files in accordance with governing regulatory procedures. Arranging meetings and conferences including space, time, attendees, agenda, and background materials. Obtaining and monitoring the use of supplies, equipment, or services for the office. Using office automation systems and various Microsoft software packages/programs to accomplish work. Using database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Using graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations. Work Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD99950A 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, 07/10/2024. 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-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. Typing Requirement: This position has a typing requirement of 40 words per minute. 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) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Serving as budget financial advisor, compiling information, and preparing administrative reports for management briefings. Maintaining documents necessary to meet requirements of external reviews. Updating various databases and programs. Preparing correspondence such as letters, memorandums, and non-technical correspondence. Providing technical and administrative guidance to subordinate administrative staff or assistants. Independently preparing and managing monthly, quarterly, and annual meeting minutes. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsContract AdministrationManaging Human ResourcesWithout more than normal supervision 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 West Palm Beach VA Medical Center 7305 North Military Trail West Palm Beach, FL 33410 US
• Name: Sarah Brown
• Phone: 407-631-8455
• Email: [email protected]