Serves as the primary administrative support to the Assistant Director and the Deputy Chief of Staff, performing a variety of clerical and administrative duties which are auxiliary to the work of the Office of the Director.

Duties

Major duties include but not limited to: Mail, Correspondence, and Reports Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, establishes and monitors suspense dates, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports. Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper format, contains correct grammar, and if applicable, that staff coordination has been completed. Develops internal routing and flow patterns for communications through the Assistant Director of Experience and Associate Director offices to and from subordinate offices. If the communication has not followed appropriate chain of command for review, reroutes it for appropriate review. Establishes secretarial policies and procedures and provides guidance for subordinate clerical staff. Maintains subject matter files and records that relate to the facility, administrative services that report to the Assistant Director of Experience and Associate Director, and VISN-level and national activities for which these Executive Leadership Team members are responsible. Sets up and maintains logs showing the status of actions and correspondence. Ensures that files include all required documents and that all documents are properly signed. Identifies and selects appropriate software types (spreadsheets, database, word processing, etc.) to meet office needs based on an understanding of the functional capabilities and limitations of each, and the similarities, differences and integration of the software types. Develops methods for automating various administrative reports containing data having multiple uses for other reports such as budget, funds, travel, obligations, training, staffing, etc. Identifies the sorting and calculating functions for each document. Performs responsibilities, actions, and responses for correspondence through the Electronic Documentation/Data Management System (EDMS). Serves as backup to other secretaries in the Executive Office: the Secretaries to the Executive Director, Chief of Staff, and Associate Director Patient Care Services/Nurse Executive (ADPCS/NE), carrying out a range of duties including telephone coverage, calendar, correspondence, travel, and action items. Records meeting minutes for the Assistant Director of Experience and the Associate Director Staff Meetings and committees that report to these Executive Leaders, and transcribes the minutes into records for the meetings and committees. Interface with the Public and Other Offices Receives visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff, or personally provides the information desired when routine or procedural matters of the office are involved. Takes requests for appointments with supervisor and staff. Checks on their availability and confirms appointment. Reschedules appointments upon request of supervisor or staff member. Maintaining Appointments, Calendars, & Schedules Schedules appointments; cancels and accepts invitations; and checks requirements for engagements. Coordinates meetings, schedules conferences, arranges for meeting space, speaker, and support arrangements for large conferences. Makes arrangements for travel, hotel, and transportation for Assistant Director, Deputy Chief of Staff, and other personnel at the Medical Center and visitors as needed based on knowledge of participants schedules. Assumes full responsibility for clerical functioning of all committees/boards of which the Assistant Director or Deputy Chief of Staff is the chair. Office Supplies and Equipment Obtains and monitors the use of services, supplies, or equipment for the office. Answers questions concerning policies and procedures related to support/office services and new projects, requests, and shifts in priorities and commitments. Requisitions office supplies, equipment, and publications. Serves as backup timekeeper as needed. Performs other duties as assigned. Work Schedule: 7:30AM - 4:00PM - Monday - Friday 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)/PD062030 Relocation/Recruitment Incentives: Not Authorized 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, 07/19/2024. 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. 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: providing clerical and administrative assistance to the organization; receives telephone calls and greets visitors within the office setting using independent judgement in referring, initiating, or disposing of inquiries and requests; creates and maintains administrative files and records; preparing official correspondences such as memos, letters, and reports; maintaining supervisors calendar and scheduling meetings, briefs and appointments. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience requirement described above, you must be able to type at least 40 words per minute. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ThinkingCommunicationComputer SkillsOrganizational Stewardship 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. It occasionally requires carrying light objects such as files books, 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 Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Brian Watt
• Phone: (906) 396-7485
• Email: [email protected]