This position is located within the Office of the Director of the of the Montana VA Health Care System (MTVAHCS). MTVAHCS is a Joint Commission accredited system within the Veterans Health Administration (VHA). This position assists in the performance of all administrative functions assigned to and originating from the MTVAHCS Executive Suite.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include but not limited to: Oversees designated timekeepers at the Office of Director, assuring that the entire staff of the Office of Director is trained in requirements for maintaining accurate time and attendance records. Serves as the Office of Director point of contact with offices that perform payroll functions. Managing and coordinating all travel arrangements for the MCD and Executive Assistant to the Director, creating all necessary travel requests, making contacts with agencies, and providing traveler with materials required for meetings. Based on day-to-day observations, analysis of work processes, and special duties, the incumbent evaluates facility program operations; identifies problems, inefficiencies, and potential problems; and develops recommendations for the solution of administrative problems and conflicts. Provides assistance, advice, and detailed procedural guidance and instructions to supervisors to assist them in preparing and initiating meaningful and appropriate monetary, honorary, and time off awards. Participate in the planning for budgeting needs and financial management for the Director's Office. Serves as a customer advocate responsible for addressing customer complaints or concerns. Carries out the full range of duties including telephone coverage, calendar, meeting minutes, travel, correspondence, and action items. Resolves patient issues or refers to proper source for resolution if unable to resolve. Follow up is made to assure patient concern is addressed and resolved. Responsible for ensuring minutes of all meetings are transcribes, signed, and distributed to members and/or services in a timely manner. Conducts periodic administrative training sessions for all secretaries and administrative officer to ensure compliance with VHA policies and facility procedures. Provides administrative support to the Executive Assistant to the Director. Performs additional duties as assigned. Work Schedule: Monday and Friday, 8:00 am to 4:30 pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Telework: Not authorized

Requirements

Qualifications

In order to qualify for this position at the GS-09, you must meet at least one of the following minimum qualifications: Specialized Experience: You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-07) in the normal line of progression for the occupation in the organization. Qualifying examples of specialized experience would typically include but are not limited to: Manage and coordinate the appointments and schedules for senior executives, including handling travel arrangements and preparing reimbursement vouchers. Oversee timekeeping processes, Review, evaluate, and manage incoming and outgoing correspondence, and timely responses. Interpret and develop local administrative policies, providing advice to senior leaders on policy-related issues. Participate in planning and managing the budgeting needs of an executive office. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree; or LL.B. or J.D., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. NOTE: One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) OR Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above. Only graduate education in excess of the amount required for the next lower grade level (i.e., 18 semester hours) may be used to qualify applicants for positions at grades GS-9. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) 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/. IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is mostly sedentary. The work is sedentary. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing and bending. No special physical demands are required to perform the work.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Montana VA Health Care System 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]