Secretary (OA)

Summary This position is located in the Department of Veterans Affairs, Veterans Health Administration, at Southern Arizona VA Healthcare System in the Executive Leadership Team comprised of the highest-ranking senior executives within the healthcare organization. The incumbent is assigned as direct report to a member of the Executive Leadership Team. The primary purpose of the Secretary (OA) is to provide administrative coordination and support to a member of the Executive Leadership Team. Responsibilities The primary purpose of the Secretary (Office Automation) is to provide administrative coordination and support to a member of the Executive Leadership Team (ELT). You will be responsible for providing support to the office of the Chief of Staff. Duties include, but are not limited to: Coordinating the schedules for the Chief of Staff including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings. Managing reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT. Coordinating ELT schedules to attend major facility and/or community events as facility leadership representatives including scheduling in calendar, obtaining event agenda, collecting requested actions for the ELT, drafting/securing talking points, and briefing them on any event requirements to ensure they are prepared to participate. Managing meeting logistics and coordination for the ELT to include setting up meeting markers, confirmation of attendees, booking meeting locations, setting up audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes. Serving as a Travel Coordinator. Managing equipment and supplies for the ELT. Serving as Purchase Card Holder for the ELT. Serving as a timekeeper - updating timecards daily to ensure accurate accounting and validating them each pay period. Supporting personnel/Human Resource functions for the ELT including management of staff personnel folders, submission of HR tickets/requests, support of annual performance and award completion/submission, assistance in recruitment efforts and other staffing functions. Serving as the public face for the ELT by greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors. Providing service recovery for Veterans and their families to include addressing immediate issues within scope of influence, connecting with appropriate departments to address specific issues/concerns, and logging/tracking issues/concerns. Managing ELT telephones. Managing action items to include conducting initial reviews for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final-level review, and routing for final submission. Preparing documents/correspondence including memorandums, letters, reports, policies, standard work, and other documents/correspondence, and ensures documents are accurate, complete and grammatically correct. Managing the routing of incoming/outgoing documents. Coordinating files to include organization, record keeping, records management, archiving, and pulling documents as needed. Serving as administrator for all SharePoint and Shared Drives for the ELT. 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 to Friday, 8:00 a.m. - 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD13635A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/25/2024. 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. You may qualify based on your experience as described below: Specialized Experience for the GS-07 level: 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: manage calendars, customer service, utilize purchase cards, coordinate travel, take/prepare meeting minutes and track actions. Skill in how to operate a computer and computer software including Microsoft Office, Word, Outlook, Excel, and PowerPoint, as well as timekeeping systems and procedures. Specialized Experience for the GS-08 Level: 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 in executive assistant/secretarial level administration to manage calendars and funds, utilize purchase cards, coordinate travel, take/prepare meeting minutes and track actions. Skill in how to operate a computer and computer software including Microsoft Office, Word, Outlook, Excel, and PowerPoint, as well as timekeeping systems and procedures. You will be rated on the following Competencies for this position: Administration and Management Clerical Computer Skills Interpersonal Skills 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 requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. The environment can be noisy and stressful at times. The work area is adequately lighted, heated and ventilated. 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 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.