The incumbent serves as the Executive Secretary to the Director, supervisor for the secretary team, and office manager for the Alaska VA Healthcare System (AVAHCS) Director's Office which includes the following key executive leadership: Executive Director, Associate Director, Chief of Staff, and Associate Director for Patient Care Services.

Duties

Duties include but not limited to the following: Works in a highly independent capacity to perform administrative work, which includes management of the Director's schedule or day-to-day plans. Identifies schedule/time required, and estimates resources required. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures, and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for Director and other members of the executive team. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the AVAHCS Director. Researches and provides background on subject matter of meetings without direction. Ensures that all suspense items are logged and sent to the proper point-of-contact (POC). Searches and provides all appropriate reference material. Performs travel arrangements and modifications for the Director and other members of the Executives as needed. Collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. Distributes forms and instructions for annual performance ratings and ensures timely, proper completion. Maintains automated system of program-specific data to track Facility, VISN, or VACO suspense items and due outs with critical timelines. Serves as the primary timekeeper for the Director's office and other services, as needed. Enters work orders and serves as the Director's Office primary ADPAC. Serves as a Service Level Advocate for the Director's Office. Acts as a liaison and maintains communications with persons and/or groups within and out of the Executive Office, speaking for the Director on administrative issues. Serves as a conduit for items that must be discussed with the Director when they are off station for extended periods. Processes incoming and outgoing correspondence, reports, memoranda, and other forms of written communication. Edits correspondence and reviews for accuracy prior to submitting to executive leaders and VISN. Prepares public presentation outlines, develops letters, and replies to inquiries. Supervises a team of three GS-08 secretaries. Incumbent assigns functions to team members to meet routine and mandated deadlines and priorities. Serves as supervisor, ensuring work assignments of staff are completed. Provides guidance and technical direction for the team to ensure work is accomplished. Work Schedule: Monday-Friday, 7:30 am - 4:00 pm 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. Telework for this position is on an ad hoc basis, determined by the needs of the service and supervisor approved. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Secretary (OA)/PD50395O 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, 08/05/2024. 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-09 position you must have served 52 weeks at the GS-08. 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-08 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Skill in applying a comprehensive body of rules, procedures, and operations such as administrative practices and procedures common to the organization including planning, organization, development, direction and evaluation. Knowledge of the Health Care System's goals, priorities, duties, policies, and commitments sufficient to perform non-routine technical and administrative tasks independently. Knowledge and understanding of the management and organizational structure of the whole of the Health Care System, the Veterans Health Administration, and the Department of Veterans Affairs. Organizational skills to manage a myriad of details in several different program areas at once. Ability to gather and organize written materials to assist with the daily operations of the Executive Office. Knowledge required to coordinate the work of the office with the work of the other offices and for recognizing the need for such coordination in various circumstances. Thorough and detailed knowledge of the principles of effective communication including tact and diplomacy in dealing with very sensitive issues and sometimes highly charged emotions in patients, and employees with complaints, grievances, or other concerns. Thorough and detailed knowledge of correspondence guidelines, travel regulations and procedures, timekeeping regulations, and other office procedures in the Health Care System. Expertise in the operation of computers, data management software, and other standard office equipment. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages and Organizes InformationManaging Human Resources 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, and carrying of light items like papers or books. 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 Anchorage VA Medical Center 1201 North Muldoon Road Anchorage, AK 99504 US
• Name: Stephenie Merrill
• Phone: 509-525-5200 X26794
• Email: [email protected]