Secretary (OA)
The incumbent serves as the personal secretary to the Assistant Director. Receives telephone calls and visitors from VA headquarters; VISN, members of Congress or Congressional staff members, executives in private enterprise, contractors, VA employees, union representatives, etc. Personally handles many matters, including complaints that employees or patients feel warrant the supervisor's attention. Determines nature of call or business of visitors or business requires the attention of technical or staff specialists, decides whether the importance of business, rank, or position of visitor is such as to require personal attention of superiors or if the visitor should be referred to the appropriate division or staff concerned with specific subject. The incumbent must be sensitive to the nature or purpose of requests in order to effectively represent the supervisor's organization and programs. Maintains supervisor's calendar of events. reminding him/her of appointments, furnishing briefs of subject matter and/or purpose of meeting. Makes appointments for the supervisor and having complete authority for commitments of time. Accepts or declines invitations for the supervisor and makes arrangements for subordinate personnel to handle matters on varied subjects. Establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable. Makes adjustments to calendars are frequently required due to unforeseen situations. Responds to and resolves unanticipated developments requiring changes and adjustments in plans; e.g., scheduling supervisor to see high ranking officials. Makes final commitments for appointments and reminds supervisor of scheduled meetings. Forecasts potential requirements, resolves problems and plans exhibiting conflicting elements and projects time for recurring requirements to ensure maximum time management. Serves as buffer and acts as liaison between Service Chiefs, staff and the senior executive team member for the assigned Directorate by providing accurate, timely advice on procedures. reports, requirements, and other matters necessary to implement the policies, directives, and instructions. Contacts pertinent parties. including representatives of other organizations, to identify issues bearing on discussions, briefings, and researches background to ensure the executive team member has full awareness. Gathers information and prepares briefing slides and read-ahead packets for meetings and staff calls as necessary. Provides advice and recommendations to the orchestration of events and activities. Coordinates on Action Items and various responses to higher levels. Ensure the appropriate parties are notified of the actionable items; responses are tracked, provided, submitted, and closed-out. etc. Interprets applicable guides, guidelines. operating policies. etc., pertaining to the work of the office. Provides staff with administrative or procedural advice on reports, actions, etc .necessary for the implementation and/or compliance of regulatory or Directorate policies. May assist in the review of Directorate policies and memorandums to validate that they are still necessary; current; possibly be consolidated; screen/review revisions to ensure proper format, etc. Updates and files all policies and memorandum for the Directorate. Uses office automation systems and various Microsoft software packages/programs, to accomplish work. Enhances the ability of the office to support overall mission requirements through the performance of one or more of the following:
Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Assignments include text editing; file creation, maintenance and retrieval; use of message, calendar and suspense systems:
and use of other specialized tools in support of specific functions. Uses knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions and additions. Prepares a variety of narrative and statistical material, correspondence, letters, memorandum, reports, labels, etc., in final form for the supervisor's signature. As required, may utilize various VA-specific programs such as but not limited to:
Veterans Health lnformation Systems and Technology Architecture (VISTA), Integrated Funds Distribution Control Point Activity Accounting & Procurement (IFCAP), WebHR, etc., in the performance of assigned duties. A qualified typist is required. Work Schedule:
Monday-Friday 8:
00 am- 4:
30 pm Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD99950 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, 09/30/2019. 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-8 position you must have served 52 weeks at the GS-7. 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 as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Receives visitors and telephone calls; screens calls by determining nature or purpose of call and either handles personally or refers to other staff members; prepares summary of conversation and follow-up to ensure a timely response; on own initiative makes arrangements for meetings and conferences by reserving space, setting specific time, and contacting all personnel expected to attend; prepares agenda with background material and transmits it to all participants in advance; arrange travel, secure travel and hotel reservations and prepare travel vouchers; knowledge in advising and instructing secretaries in subordinate organizations concerning such matters as directives, reports, correspondence, and telephone procedures; a qualified typist who possesses knowledge and skill in operating a computer printer and electronic mail system; knowledge of grammar, spelling, punctuation and required formats in general and in specific to the Department of Veterans Affairs. You will be rated on the following Competencies for this position:
CommunicationComputer SkillsManages and Organizes InformationOrganizational AwarenessVeteran and Customer Focus 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:
May include lifting/carrying boxes less than 20 lb to support office automation and to support supervisor functions. 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.
Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Assignments include text editing; file creation, maintenance and retrieval; use of message, calendar and suspense systems:
and use of other specialized tools in support of specific functions. Uses knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions and additions. Prepares a variety of narrative and statistical material, correspondence, letters, memorandum, reports, labels, etc., in final form for the supervisor's signature. As required, may utilize various VA-specific programs such as but not limited to:
Veterans Health lnformation Systems and Technology Architecture (VISTA), Integrated Funds Distribution Control Point Activity Accounting & Procurement (IFCAP), WebHR, etc., in the performance of assigned duties. A qualified typist is required. Work Schedule:
Monday-Friday 8:
00 am- 4:
30 pm Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD99950 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, 09/30/2019. 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-8 position you must have served 52 weeks at the GS-7. 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 as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Receives visitors and telephone calls; screens calls by determining nature or purpose of call and either handles personally or refers to other staff members; prepares summary of conversation and follow-up to ensure a timely response; on own initiative makes arrangements for meetings and conferences by reserving space, setting specific time, and contacting all personnel expected to attend; prepares agenda with background material and transmits it to all participants in advance; arrange travel, secure travel and hotel reservations and prepare travel vouchers; knowledge in advising and instructing secretaries in subordinate organizations concerning such matters as directives, reports, correspondence, and telephone procedures; a qualified typist who possesses knowledge and skill in operating a computer printer and electronic mail system; knowledge of grammar, spelling, punctuation and required formats in general and in specific to the Department of Veterans Affairs. You will be rated on the following Competencies for this position:
CommunicationComputer SkillsManages and Organizes InformationOrganizational AwarenessVeteran and Customer Focus 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:
May include lifting/carrying boxes less than 20 lb to support office automation and to support supervisor functions. 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:
$46,572 to $60,543 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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