This position is located in the Veterans Administration (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), VA Medical Center (MC), Fayetteville, North Carolina, in the Executive Offices, and is a member of the Medical Center Executive Team support administrative staff. The incumbent provides executive level administrative and secretarial services to the supervisor and provides direction to subordinate clerical and administrative staff.

Duties

Public Contact Work: Receives telephone calls and greets visitors to the office. Uses judgment and initiative to screen or refer as appropriate. Screens callers/visitors by ascertaining name, affiliation, and purpose of call/visit, and based upon subject matter, determines whether matter should be referred to supervisor or other appropriate staff members, or whether information can be supplied personally. Obtains needed background information before referring calls to supervisor, and uses independent judgment in referring, initiating, or disposing of inquiries and requests. Arranges for personal interviews and receives applicants reporting for interviews. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Informs them of the supervisor's views on current issues and programs. Maintains a master chronological list containing the names and background information of recurrent civilian dignitaries, Federal, state, and county community leaders, and local affiliated organizations' correspondents in the surrounding communities. Information is available to the staff for the planning of special hosted events, activities, and programs at the Medical Center, to prepare guest lists, invitations, and related data for official functions. Clerical Duties: Receives and processes all correspondence and documents transmitted through the Light Electronic Action Framework (Leaf) portal and the Executive office for review, approval, and signature, establishing controls on certain items (to include Medical Advisory Opinions and Board of Veteran Appeal Claims, performance appraisals, and awards). Acts as a backup for EDMS and suspense actions in the absence of the primary administrative support assistant. In the absence of the supervisor, the incumbent assumes responsibility for ensuring requests for action or information from the Executive Office are made known to the responsible personnel to satisfy the request. Monitors resulting activities for the purpose of briefing the supervisor and decides whether matters should be brought to the supervisor's attention. Serves as liaison between the management staff and supervisor by providing accurate, timely information and advice on procedures, reports, requirements, and other matters necessary to implement policies, directives, and instructions for the VAMC. Reviews communications and develops standard paragraph and form letters. Develops internal routing and flow patterns for communications. Establishes Executive Office secretarial policies and procedures and provides guidance for subordinate clerical staff. Maintaining Appointments, Calendars, & Schedules: The incumbent exercises control over supervisor's appointments with complete authority for commitments of time; establishing priorities at own discretion; setting up, rearranging, and when necessary, coordinating meetings with staff offices. Arranges for meeting space, speaker, and support arrangements for large conferences. Makes appointments for the supervisor, cancels, and accepts invitations; checks requirements for engagements, i.e., necessity for speech, etc.: Maintains a calendar of future events for up to the next 12 months, on monthly, bimonthly, and weekly basis; scheduling briefings and updating the calendar for a two-month period. Planned conferences, major inspections, visits by high-ranking officials and other information that may impact on scheduling appointments and activities for the supervisor are added as information is received from various sources. The Executive Office and other management staff coordinate with the incumbent in scheduling conferences involving a large number of staff which may or may not Involve the supervisor to avoid conflict of schedules. Independently determines staff who should attend meetings or represent the organization at conferences. Such decisions are made based on knowledge of the supervisors' views on such issues. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings, All other assigned duties. Work Schedule: Monday - Friday, 8:00am to 4:30pm. Telework: Not Authorized. Virtual: This is not a virtual position. Position Description/PD#: Secretary/083570 Financial Disclosure Report: Not required Relocation/Recruitment Incentives: Not Authorized.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/21/2024. 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. For GS-08 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 files and records; preparing official correspondences such as memos, letters, and reports; maintaining supervisors calendar and scheduling meetings, briefs and appointments. Must be able to type 40 words per minute. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailClericalCustomer ServiceDecision Making 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 basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Fayetteville NC VA Medical Center 2300 Ramsey Street Fayetteville, NC 28301 US
• Name: Ltanya Walker
• Phone: 919-503-8223
• Email: [email protected]