This position will serve as the senior executive secretary for the Director's Office within this highly complex medical VA health care facility, as a national resource to eligible Veterans providing quality residential treatment in psychiatry, addictions, geriatrics, medicine, physical rehabilitation and employment services.

Duties

Duties and responsibilities include but not limited to: Receives visitors and telephone calls to the Director's office. Screens callers by determining nature or purpose of call and either handles personally, or refers to other staff members, those not requiring the personal attention of the Director. Suspends action items from the VISN/Central Office and follows through on deadlines with the responsible staff. Ensure templates, Excel spreadsheets, and requested information is accurate. Incumbent devises and installs a system of office procedures and practices. As principal secretary reviews and coordinates the workflow of the administrative support staff for the Executive office. Provides assignments and distribution of workload as needed to ensure coverage for Tetrad member if their secretary is out of the office. Responsible for training, mentoring and providing direction regarding correspondence, congressional responses, publications, directives, reports and public relations responsibilities, to all levels of staff in the organization including service secretaries, administrative and clinical staff. Independently develops, plan, and presents annual administrative training sessions for all secretaries and program assistants in the organization. Independently signs routine correspondence and certain procedural authorizations in the name of the Director, per prior agreement. Arranges conferences for the Director and, at the request of District Counsel, Central Office officials, for meetings to be held locally. Independently creates, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form from handwritten drafts such as correspondence, reports, graphs, statistics, calendar, table of contents, etc., involving highly technical and specialized terminology. Independently reviews drafts of Director's office memoranda and correspondence and makes appropriate recommendations for necessary changes. Incumbent is a government credit card holder and has access to the Director's control fund point and the Chief of Staff. Records and transcribes monthly meeting minutes for the Executive Leadership Team, station Town Halls, and other executive meetings as required. Incumbent serves as principle timekeeper for the Director's assigned T&Ls as well as alternate for the Chief of Staff and the Nurse Executive offices. Incumbent arranges travel and is responsible for the coordination of background materials for all trips for the Director and other Tetrad members as needed. Incumbent develops and utilizes a network of working relationships within the community by providing necessary support and services. The incumbent independently exercises exclusive control over the Director's appointments, with complete authority for commitments; screens all visitors for the Director, independently answering questions and completing business involving established policy or routine matters and directs questions to the appropriate staff. Screens all publications, directives, and periodicals, and brings those of significance to the Director's attention. Develops background information to be presented at various meetings by the Director. Attends and records the minutes of meetings which are later summarized and distributed. 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, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD902480 and PD902510 Relocation/Recruitment Incentives: Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 01/06/2025. 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 within 30 days of the closing date of this announcement. For a GS-08 position you must have served 52 weeks at the GS-07. For a GS-09 position you must have served 52 weeks at the GS-08. 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 specialized experience as described below: 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: planning and effectively setting priorities, coordinating activities, have sound fundamental knowledge of organizational theory and practice, and have the capacity to deal effectively with people at all levels of the organization foreseeing administrative problems and requirements such as correct assignment of service or person to complete reports, and the knowledge to judge whether information supplied is complete operating office automation equipment to include computer, conference phones, copy machine, fax machine, printers, scanners, and V-tel equipment, to enhance productivity and meet the needs of complex issues and programs reviewing publications, directives, and other materials recording/scribing minutes and transcribing them. For GS-09: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-08 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: planning and effectively setting priorities, coordinating activities, have sound fundamental knowledge of organizational theory and practice, and have the capacity to deal effectively with people at all levels of the organization foreseeing administrative problems and requirements such as correct assignment of service or person to complete reports, and the knowledge to judge whether information supplied is complete operating office automation equipment to include computer, conference phones, copy machine, fax machine, printers, scanners, and V-tel equipment, to enhance productivity and meet the needs of complex issues and programs reviewing publications, directives, and other materials initiating office procedures which affect all administrative and clinical services recording/scribing minutes and transcribing them. instructing and advising secretaries and program assistants of the administrative and clinical services in such matters as correspondence, reports, directives, and telephone procedures. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the specialized experience requirements, you must be able to type at least 40 words per minute. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailDecision MakingOral CommunicationProblem Solving 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. It occasionally requires lifting and carrying light objects such as files, books, and papers. No special physical qualifications are required. 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 the GS-8 and GS-9 grade levels.

Contacts

• Address White City VA Medical Center 8495 Crater Lake Highway White City, OR 97503 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]