This position functions as primary support for the Assistant Director of the Eastern Kansas Health Care System or primary point of contact for the Executive Office for the VA Eastern Kansas Health Care System. It also serves as a back-up support for other members of the Executive Leadership team. **This is a temporary detail opportunity (NTE one (1) year); supervisor approval is required (supporting documentation of approval to be uploaded with your application). **

Duties

VAEKHCS is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Major Duties Responds to Questions from Customers Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Assistant Director or the Executive Leadership Team (ELT). Receives schedules, refers and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Greets visitors to the executive offices and answers calls. Formal clearances are required to manage outside contacts and their impact on programs. Provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the Assistant Director's or ELT's policies, directives, and instructions. Provides advisory and technical assistance to patients, administrative staff and professional staff. Receives and handles concerns ensuring that quality service is rendered in a timely, competent and caring manner including coordination of responses in a timely manner. Responds to complex questions involving a range of issues that are posed to the Executive office. Researches problems and/or reviews issues and requests, clarifies issues, and evaluates the need for additional information. Mail, Correspondence & Reports Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Handles written correspondence and telephone inquiries, contacting various ancillary services to ascertain status of interpretation and professional staff for consultation regarding final disposition of patient matters. Manages a wide variety of correspondence from within and outside the agency and decides how to handle. Performs the following types of duties: records and prepares meeting minutes and agendas for a variety of boards and/or workgroups, edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, and develops standard or form letters and replies to inquiries. Maintains the Assistant Director's Share Point site. Uploads Meeting minutes and charters to share point sites and other document repositories as appropriate. Tracks executive team mail and writes appropriate letters and memos as needed. Serves as a timekeeper for the Assistant Director staff and back-up timekeeper for other ELT member staff. Maintaining Appointments, Calendars, & Schedules Maintains the Assistant Director's calendar. Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance clerical services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. Independently determines staff that should attend meetings or represent the organization at conferences. Such decisions are based on knowledge of the manager's views on such issues. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings. The incumbent arranges for meeting space, speaker, and support arrangements for large conferences. Schedules performance reviews for the Assistant Director staff. Office Supplies & Equipment Obtains and monitors the use of services, supplies, or equipment for the executive offices. Provides general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services. Consolidates equipment or service requests from the executive offices. Ascertains the needs of subordinate offices and coordinates the purchase of equipment and services to meet the organization's needs. Studies the various offices to determine usage patterns and merges needs into one recommendation for the organization as a whole. 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: Monday - Friday, 7:30am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary OA/PD02289-0 and PD10305-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/02/2024. Time-In-Grade Requirement GS-07: 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. 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. Time-In-Grade Requirement GS-08: 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. 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 described below: Specialized Experience at GS-07: 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: 1) Handles inquiries and responds to complex questions from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Executive Leadership Team (ELT) concerning a variety of matters and involving a range of services; 2) Maintains ELT calendars. Schedules appointments, conferences, and/or coordinates meetings. Provides general clerical calendar maintenance services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently; and 3) Serves as an ADPAC and timekeeper for the ELT. Assists with the onboarding of new staff to include obtaining keys, computers, phones, etc., and ensures timecards are entered and completed in a timely manner. Specialized Experience at GS-08: 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: 1)Handles inquiries and responds to complex questions from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Executive Leadership Team (ELT) concerning a variety of matters and involving a range of services; 2) Manages, reviews, responds to, routes, and/or assists in preparing a wide variety of internal and external correspondence including Congressional and White House Hotline inquiries; 3) Maintains ELT calendars. Schedules appointments, conferences, and/or coordinates meetings. Provides general clerical calendar maintenance services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently; 4) Serves as an ADPAC and timekeeper for the ELT. Assists with the onboarding of new staff to include obtaining keys, computers, phones, etc., and ensures timecards are entered and completed in a timely manner. 5) Responsible for obtaining and monitoring the use of services, supplies, or equipment for the Executive Leadership offices. Provides general office supply and equipment support services such as obtaining standard office supplies, services, and/or equipment. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceManages ResourcesWriting 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: Work is primarily sedentary, but may require lifting light loads, generally less than 20-pounds, walking and standing. 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 VA Eastern Kansas Health Care System 2200 SW Gage Blvd Topeka, KS 66622 US
• Name: Joshua White
• Phone: 843-577-5011 X201452
• Email: [email protected]