This position is located in the Executive Leadership Team (ELT) Offices which includes the Medical Center Director, Associate Director (AD), Chief of Staff (COS), and Nurse Executive (NE). This Secretary (OA) serves as principal office assistant to the COS. Incumbent participates actively in the management of the ELT Offices by performing a wide variety of administrative assistant and miscellaneous clerical work.

Duties

Maintains subject matter files and records that relate to the work of the office. Sets up and maintains logs showing the status of actions and correspondence. Responds to routine and nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Screens calls and visitors to the ELT offices, referring to appropriate Services those matters that do not require the supervisor's attention. Reviews incoming correspondence, screening material prior to distribution for suspense dates, establishing controls, and following up for supervisor. Reviews all directives and publications received in order to be aware of the establishment of new policies and procedures as well as changes in current practices which might necessitate the issuance of Medical Center directives by the COS. Composes and prepares correspondence requiring familiarity with Health Care System policies and procedures. Types correspondence, reports, records and memorandums from rough drafts initiated by the COS; composes correspondence for supervisor's signatures. Searches for, assembles, and summarizes information as required from files and documents as requested by the supervisor in anticipation of the supervisor's needs. Arranges appointments and conferences involving the COS with his/her subordinates and other officials of the Medical Center, and ensures attendance. Keeps the supervisor currently informed on all matters which should be brought to his/her attention for action and information. Maintains a high level of appropriate confidentiality, without exception, in all aspects of organizational activities involving sensitive or confidential material. Additional related duties. Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m. Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD902240 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 within 30 days of the closing date of this announcement, 07/22/2024. 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 within 30 days of the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. 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-6) 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 clerical/administrative duties in an office environment; receiving and referring phone calls; scheduling appointments; coordinating meetings; preparing correspondence, reports, memoranda, and other forms of written communication; utilizing office automation software and maintaining files. NOTE: 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. Proficiency Requirement: In addition to meeting experience requirements, applicants must be able to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Preferred Experience: Experience Timekeeping Proficient in Microsoft Office applications You will be rated on the following Competencies for this position: ClericalCustomer ServiceOrganizational Awareness 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: Position requires an alert mind. Light lifting and much walking are required to deliver mail and interoffice correspondence and carrying special documents to the offices of the ELT for approval. 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 White City VA Medical Center 8495 Crater Lake Highway White City, OR 97503 US
• Name: Abigail Brown
• Phone: (541) 440-1000 X40617
• Email: [email protected]