The Loma Linda Veterans Health Care Systems is currently recruiting for one (1) Secretary (OA) for the Associate Director for Operations' Office. The primary purpose of the Secretary (OA) is to support the Associate Director for Operations, and primary back up to the Director's Secretary of the VA Loma Linda Healthcare System.

Duties

Duties include but are not limited to the following: Process and edit incoming and outgoing correspondence, reports, memoranda, reports, data sheets and other forms of written communications to ensure responses and reports are proofread, in accurate format. Compose and edits letters, reports for accuracy and completeness, prepares public presentation outlines and develop standards form letters and replies to inquiries using proper formatting and guidelines. Track and maintains VACO, White House, VISN, OIG, HCS correspondence and report to include patient inquiries using SharePoint. Research files, develops and assembles background information for correspondence and reports. Provides public contact support services by screening all calls to determine if the call requires immediate attention and refers visitors and Veterans to the appropriate POC. Accurately takes and transcribes all taped or handwritten notes and prepares meeting minutes. Using Outlook, electronically schedules appointments, coordinates meetings, schedules video-teleconferences, telephone conferences and accurately maintains calendar Present information to subordinate level secretaries in groups and individually in administrative matters such as suspense actions, directives, reports, policies, procedures and other matters of interest. Purchase card holder. Purchases supplies and services, reconciles purchases within VA guidelines and maintains an accurate accounting of items purchased Serve as timekeeper for the Director's Office. Advise the Associate Director on the nature of conferences, appointments and meetings and assures necessary background materials are made available for review prior to approval/meeting. Prepares all travel arrangements for the Associate Director via system. Oversees the electronic suspense system in SharePoint to assure timeliness of correspondence and reports. Assigns deadlines and establishes controls for follow-up. Organizes and maintains files and office records in accordance with RCS 10-1. 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 8am - 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD13635A Relocation/Recruitment Incentives: 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, 09/09/2024. 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-07 position you must have served 52 weeks at the GS-06 and for the 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. You may qualify at the GS-07 grade level 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-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: edit letters, composes letters, reports, spreadsheets, word processing, transcribe, handwritten notes, meeting minutes, electronic calendars, and scheduling. You may qualify at the GS-08 grade level 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: edit letters, composes letters, reports, spreadsheets, word processing, transcribe, handwritten notes, meeting minutes, electronic calendars, and scheduling. edit letters, composes letters, reports, spreadsheets, word processing, transcribe, handwritten notes, meeting minutes, electronic calendars, and scheduling. You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer Service (Clerical/Technical)Manages and Organizes Information 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.


Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Megan Grajeda
• Phone: 562-844-9475
• Email: [email protected]