The Secretary in this position will have primary responsibility for serving as the personal administrative assistant to the Office of the Associate Director, Patient Care Services (ADPCS)/ Nurse Executive at the Charles George VA Medical Center. The position requires a high degree of independence to perform a diverse and complex set of secretarial and administrative duties.

Duties

The principal function of this position is to relieve the ADPCS of as many routine, day­-to-day administrative details as possible. Independently determines office requirements and develops processes and procedures to achieve maximum results utilizing monitors to ensure on-going success. The duties include but are not limited to the following: Performing difficult duties using knowledge of complex subject matter with a thorough knowledge of office procedures and a general knowledge of policies and procedures. Coordinates closely with staff at all levels of the organization to establish, improve upon and provide continuity of office operations. Reports and Correspondence Monitors the flow of written communications through the Executive Office. Receives and personally disposes of official and personal correspondence. Screens all incoming correspondence and reports. Obtains background information on incoming correspondence, assembles and summarizes information before giving to the ADPCS or designee. Responsible for review and final preparation of all outgoing correspondence, reports, etc. Coordinates and assures timely completion of all reports, correspondence and personnel actions. Contacts other members of leadership to develop information and assemble data not readily available for use by the ADPCS in replying to correspondence. Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form. Calls and Visitors Receives, schedules, refers and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Receives and screens all incoming calls and visitors to the Office of the AD PCS. Must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information from the ADPCS. Communicates the ADPCS assignments, messages, and information to his/her subordinates. Calendar and Meeting Coordination Maintains a calendar of appointments, meetings, conferences, and deadlines for the AD PCS. Ensures the ADPCS is informed of deadlines, follow-up actions, appointments, etc. Ensures the Executive Leadership Team is kept apprised of each other's schedules. Maintains pending files of material to be presented at meetings. File System Establishes, maintains and dispositions the ADPCS's administrative files. Maintains the filing system, which includes correspondence, reports, personnel and training records, project files, publications and other directive material. Other Performs office automation duties using software applications as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics. Performs other duties as assigned. 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: M-F 0730- 1600 Telework: This position is only eligible for Ad-Hoc Telework Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD04145A

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/29/2024. 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-7 position you must have served 52 weeks at the GS-6 and For a GS-8 position you must have served 52 weeks at the GS-7 grade level. 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 based on your experience and/or education as described below: GS-07 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: 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 administrative files and records. GS-08 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 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 administrative files and records; preparing official correspondences such as memos, letters, and reports; maintaining supervisors calendar and scheduling meetings, briefs and appointments. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsInterpersonal SkillsPlanning and EvaluatingWriting 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, however, there may be some walking, standing, bending, and carrying of light items like papers or books. 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 Charles George VA Medical Center 1100 Tunnel Road Asheville, NC 28805 US
• Name: John Westling
• Phone: 828-333-3451
• Email: [email protected]