Secretary (OA)

2020-10-29
Full Time

Description

    Duties Summary

    This is a Non-Bargaining Unit Position.

    This position primarily provides administrative support to the Chief of Staff (CoS) and the Administrative Officer to the Chief of Staff for the Central Texas Veterans Health Care System. The incumbent is responsible for independently performing these duties and must have a broad knowledge base of the health care system and the responsibilities of the Office of CoS which includes the CoS, Deputy CoS and Administrative Officer to the CoS.

    Responsibilities

    Duties include but are not limited to: Receives visitors & telephone calls to the office, determines the nature of requests & directs callers to appropriate staff. Briefs or provides information to callers or visitors from outside the facility based on the knowledge of the supervisor & opinion on current issues. Manages the schedule & Outlook appointment calendar of the Chief of Staff & the Administrative Officer. Makes appointments based on personal knowledge of the schedule & commitments of the Office of the Chief of Staff, including the Administrative Officer. Reschedules & rearranges appointments independently needed. Responds to routine & non-technical requests for information such as status of reports, suspense dates for matters requiring compliance & similar information readily available from files. Reviews correspondence prepared for the Chief of Staff & Administrative Officer to the Chief of Staff, checking for spelling, typographical errors, proper routing with correct signature blocks, & conformance to established VA & CTVHCS formats & procedural requirements. Schedules appointments & makes arrangements for time, participants, & location of meetings in accordance with instructions. Makes necessary arrangements for broadcasting through VISTA, CCTV, & V-tel, travel, schedules of visits, reservations, notifying organizations & officials to be visited, & submitting travel vouchers & reports. Performs a variety of administrative support duties, such as making extensive travel arrangements; making complete arrangements for large conferences; composing complex & technical correspondence, locating & assembling information for various reports, briefings, & conferences; following up with staff members to ensure various commitments made at conferences & meetings are met; assembling & coordinating narrative & tabular material, etc. Takes & transcribes minutes of meetings the Chief of Staff chairs or leads. Follows established medical center policy regarding formats for minutes. Ensures timely preparation, composition, & distribution of minutes & agenda so information is disseminated in an effective & efficient manner. In the absence of administrative staff assigned to the Office of the Director, provides administrative support & coverage as needed. Maintains strict confidentiality in all correspondence & communication, coming in & out of the Chief of Staff Office. Maintaining confidentiality & privacy are compliance issues with Joint Commission, CARF, VHA, & other regulatory agencies & policies. Serves as a resource for other services' secretarial staff regarding appropriate formats for reports, correspondence, etc.

    Establishes & maintains effective working relationships with co-workers, other services, & other secretarial staff through effective listening & interpersonal skills (written, verbal, & non-verbal). This supports teamwork, communication, & the mission of Central Texas Veterans Health Care System. Displays high level of communication. Operates personal computers to access VA software applications as well as various types of software (Excel, Outlook, Access, PowerPoint, etc.). Performs data entry, develops & designs PowerPoint presentations, databases, spreadsheets, etc., as required by the Office of Chief of Staff. Supports the mission, vision, goals, & values of CTVHCS, including Baldridge Criteria, organizational assessment teams, & participation in process improvement activities. Maintains an efficient & safe work environment & environment of care (e.g., overall appearance of assigned space, noise levels, orderliness, & cleanliness). A clean, orderly work environment impacts on the image the employee presents to his/her customers, as well as the image of the Center in the community. Incumbent demonstrates self-control, tact, & ethical behavior in contacts with all visitors & hospital personnel & attempts in all contacts to develop a relationship of confidence & respect. Incumbent takes timely initiative in resolving consumer problems expeditiously by referring un-resolvable problems to the immediate supervisor with proposed alternative solutions. Incumbent demonstrates creativity & initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction. Performs timekeeper duties for the Office of the Chief of Staff & Director's Office as needed Responsible for coordinating & entering SF-52 information into WebHR for the Office of the Chief of Staff. Serves as an administrator & coordinator for the tracking of education & mandatory training utilizing VA's Learning Management System, HealthStream, Tempo & other software & databases which contain & track employee educational activities.
    Work Schedule: 08:00 AM to 4:30 PM, Monday-Friday
    Position Description/PD#: Secretary (OA)/PD063930
    Telework: Not Eligible
    Virtual: This is not a virtual position.
    Relocation/Recruitment Incentives: Not Authorized
    Financial Disclosure Report: Not required

    Travel Required

    Not required

    Supervisory status

    No

    Promotion Potential

    None

  • Job family (Series)

    0318 Secretary

    Similar jobs
    • Office Secretaries
    • Personal Secretaries
    • Secretaries, Office
    • Secretaries, Personal
  • Requirements

    Requirements Conditions of Employment
    • Designated and/or random drug testing may be required
    • Selective Service Registration is required for males born after 12/31/1959
    • You may be required to serve a probationary period
    • Subject to background/security investigation
    • Selected applicants will be required to complete an online onboarding process
    Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/12/2020.

    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-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 as described below:
    • 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: Experience with clerical and administrative procedures, various office skills; and carrying out day-to-day administrative support activities; 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; Attend meetings as required and prepare minutes; 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; Timekeeping Experience; Arrange and complete travel arrangements to include hotel arrangements, transportation to and from the meeting site, arrange meeting space and support arrangements; Use own initiative to follow-up on action items and time-sensitive issues with appropriate staff members.
    You will be rated on the following Competencies for this position:
    • Analytical Thinking
    • Clerical
    • Computer Skills
    • Customer Service
    • Knowledge Management
    • Writing


    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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

    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.

    Additional information

    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.

    Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

    Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

    The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

    Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

    It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

    This job opportunity announcement may be used to fill additional vacancies.

    Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

    For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

    If you are unable to apply online view the following link for information regarding an Alternate Application.


    How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.

    IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

    Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

    Background checks and security clearance Security clearance

    Other

    Drug test required

    No

    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process

    Suitability/Fitness

  • Required Documents

    Required Documents

    To apply for this position, you must provide a complete Application Package which includes:

    • Resume


    The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
    • Cover Letter
    • DD-214/ Statement of Service
    • Disability Letter (Schedule A)
    • Disability Letter (VA)
    • OF-306
    • PCS Orders
    • Performance Appraisal
    • Professional Certification
    • Proof of Enrollment
    • Proof of Marriage Status
    • Resume
    • Separation Notice (RIF)
    • SF-15
    • SF-50/ Notification of Personnel Action
    • Transcript


    SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
    • Most recent SF-50 if you are a current or former Federal employee
    • An SF-50 showing 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
    • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
    • Examples of appropriate SF-50's include:
      • Within grade increases at the highest grade held; or
      • Promotions with an effective date more than one year old; or
      • SF-50's at the highest grade held with an effective date more than one year old.
    Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx. If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • Benefits

    Benefits

    A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

    Review our benefits

    Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.


Help This job is open to
  • Career transition (CTAP, ICTAP, RPL)

    Federal employees who meet the definition of a "surplus" or "displaced" employee.

  • Federal employees - Competitive service

    Current or former competitive service federal employees.

  • Federal employees - Excepted service

    Current excepted service federal employees.

  • Military spouses
  • Veterans
  • Individuals with disabilities
  • Special authorities

    Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.

Clarification from the agency

This announcement is open to candidates with status as shown in the Hiring Path. If you are a current permanent employee of the Department of Veterans Affairs please apply to CAZM-10950479-21-RRD

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