Secretary (OA)
Duties include, but are not limited to:
Serve as day-to-day liaison with executive office staff, service chiefs, NF/SGVHS employees, VISN, and VHA Headquarter staff, Congressional staff, as well as members of the general public. Respond to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Receive and screen visitors and phone calls. Determines nature of request, refer callers or visitors to appropriate staff, or personally provide routine or procedural information. Maintain exclusive control of supervisor's daily calendar; establish priorities, schedule meetings and appointments, accept or decline invitations, and arrange for substitute representation without prior approval based on personal knowledge of workload, current issues, and unwritten policies and practices. Work with the office of Public Affairs for the coordination of important official events and dignitary visits. Assist in preparing for a variety of meetings and events; makes necessary arrangements for meeting space, special equipment or supplies, and notifies participates. For local off- site meetings, work with the Logistics and the local vendor to make arrangements. Independently make travel arrangements for the Associate Director, including travel/training requests, reservations and provide a comprehensive travel. Review and process all incoming correspondence; Type correspondence, reports or similar materials from handwritten or electronic drafts using word processing software; Track and maintain suspense log of such correspondence. Screen all publications, directives, and periodicals and brings those of significance to the supervisor's attention' responsible for ensuring action is assigned to appropriate Service Chief/Section. Provide 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. Serve as timekeeper for several T&L's including that of the Associate Director, Deputy Director, Transition Care Management staff, and Privacy staff. Promotion Potential:
Selection may be made at either the GS-07 OR the GS-08 grade level.The selectee for a GS-07 may be promoted to the full performance level, GS-08, 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. The full performance level of the position is GS-08. Work Schedule:
Monday - Friday 8:
00am to 4:
30pm Telework:
Ineligible Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD573-05379-0 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/17/2020. 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-07 position you must have served 52 weeks at the GS-06. 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. Proficiency Requirement:
Typing. Applicants for this position must meet the typing requirement of at least 40 WPM. You may meet the requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying your proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You may qualify based on your experience as described below:
There is no educational substitution in lieu of experience at either grade level. FOR THE 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. Qualifying specialized experience includes:
Receiving visitors and telephone calls of an executive leadership office; Screening calls by determining nature or purpose of call and either handles personally or refers to other staff members; Preparing summary of conversation and follow-up to ensure a timely response; Making arrangements for meetings and conferences by reserving space, setting specific time, and contacting all personnel expected to attend; preparing agenda with background material and transmits it to all participants in advance; Arranging travel, securing travel and hotel reservations and preparing travel vouchers; Advising and instructing organizations concerning such matters as directives, reports, correspondence, and telephone procedures; operating a computer printer and electronic mail system; Use of proper grammar, spelling, punctuation and required formats in general and specific to an executive leadership office. FOR THE 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. Qualifying specialized experience includes:
Independently exercising exclusive control over appointments for an executive leadership member; establishing and adjusting priorities, and/or rescheduling appointments as necessary. Maintaining suspense systems to ensure items assigned for action are completed and submitted on time. Reviewing correspondence and documents prepared for signature by an executive team member to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of an organization. Providing appropriate orientation for new secretarial/administrative support staff; Successfully dealing with unpredictable and often conflicting clerical situations with various individuals of different organizational levels. You will be rated on the following Competencies for this position:
CommunicationComputer SkillsVeteran and Customer FocusWriting 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. No special physical demands are required to perform the work. Nevertheless, the position is mentally taxing and psychologically stressful. The flow of information, requests, deadlines and decisions is rapid and unpredictable. The incumbent has to frequently use their best judgment to ascertain the continuity of office operations and the meeting of deadlines and requests. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Serve as day-to-day liaison with executive office staff, service chiefs, NF/SGVHS employees, VISN, and VHA Headquarter staff, Congressional staff, as well as members of the general public. Respond to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Receive and screen visitors and phone calls. Determines nature of request, refer callers or visitors to appropriate staff, or personally provide routine or procedural information. Maintain exclusive control of supervisor's daily calendar; establish priorities, schedule meetings and appointments, accept or decline invitations, and arrange for substitute representation without prior approval based on personal knowledge of workload, current issues, and unwritten policies and practices. Work with the office of Public Affairs for the coordination of important official events and dignitary visits. Assist in preparing for a variety of meetings and events; makes necessary arrangements for meeting space, special equipment or supplies, and notifies participates. For local off- site meetings, work with the Logistics and the local vendor to make arrangements. Independently make travel arrangements for the Associate Director, including travel/training requests, reservations and provide a comprehensive travel. Review and process all incoming correspondence; Type correspondence, reports or similar materials from handwritten or electronic drafts using word processing software; Track and maintain suspense log of such correspondence. Screen all publications, directives, and periodicals and brings those of significance to the supervisor's attention' responsible for ensuring action is assigned to appropriate Service Chief/Section. Provide 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. Serve as timekeeper for several T&L's including that of the Associate Director, Deputy Director, Transition Care Management staff, and Privacy staff. Promotion Potential:
Selection may be made at either the GS-07 OR the GS-08 grade level.The selectee for a GS-07 may be promoted to the full performance level, GS-08, 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. The full performance level of the position is GS-08. Work Schedule:
Monday - Friday 8:
00am to 4:
30pm Telework:
Ineligible Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD573-05379-0 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/17/2020. 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-07 position you must have served 52 weeks at the GS-06. 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. Proficiency Requirement:
Typing. Applicants for this position must meet the typing requirement of at least 40 WPM. You may meet the requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying your proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You may qualify based on your experience as described below:
There is no educational substitution in lieu of experience at either grade level. FOR THE 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. Qualifying specialized experience includes:
Receiving visitors and telephone calls of an executive leadership office; Screening calls by determining nature or purpose of call and either handles personally or refers to other staff members; Preparing summary of conversation and follow-up to ensure a timely response; Making arrangements for meetings and conferences by reserving space, setting specific time, and contacting all personnel expected to attend; preparing agenda with background material and transmits it to all participants in advance; Arranging travel, securing travel and hotel reservations and preparing travel vouchers; Advising and instructing organizations concerning such matters as directives, reports, correspondence, and telephone procedures; operating a computer printer and electronic mail system; Use of proper grammar, spelling, punctuation and required formats in general and specific to an executive leadership office. FOR THE 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. Qualifying specialized experience includes:
Independently exercising exclusive control over appointments for an executive leadership member; establishing and adjusting priorities, and/or rescheduling appointments as necessary. Maintaining suspense systems to ensure items assigned for action are completed and submitted on time. Reviewing correspondence and documents prepared for signature by an executive team member to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of an organization. Providing appropriate orientation for new secretarial/administrative support staff; Successfully dealing with unpredictable and often conflicting clerical situations with various individuals of different organizational levels. You will be rated on the following Competencies for this position:
CommunicationComputer SkillsVeteran and Customer FocusWriting 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. No special physical demands are required to perform the work. Nevertheless, the position is mentally taxing and psychologically stressful. The flow of information, requests, deadlines and decisions is rapid and unpredictable. The incumbent has to frequently use their best judgment to ascertain the continuity of office operations and the meeting of deadlines and requests. 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/.
- Department:
0318 Secretary - Salary Range:
$43,251 to $62,269 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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