Secretary Job at Veterans Affairs, Veterans Health Administration in West Palm B

Summary The incumbent serves as the personal Secretary to the Associate Director and Assistant Director at the West Palm Beach VA Healthcare System. Responsibilities Major duties include: Receiving 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. Authorized to give out administrative and technical information to callers upon determination of their right to receive it. Providing administrative assistance to and coordinating with tasked parties to assemble appropriate responses. Maintaining supervisor's calendar of events, reminding him/her of appointments, furnishing briefs of subject matter and/or purpose of meeting. Responding to and resolving unanticipated developments requiring changes and adjustments in plans; e.g., scheduling supervisors to meet with high ranking officials. In the absence of the executive team member, assuming responsibility for ensuring that requests for action or information, which could normally receive attention, are made known to responsible directorate or staff personnel who can satisfy the request. Making all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports. Serving as buffer and acting 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 policies, directives, and instructions. Gathering information and preparing briefing slides for meetings and staff calls as necessary. Creating, processing, and/or tracking personnel actions as assigned. Serves as the primary timekeeper for the Associate and Assistant Director services and back-up timekeeper for other Executives Coordinates as the primary scribe for governance committees and councils aligned to respective Executives. Work Schedule: Monday - Friday; 8:00 AM - 4:30 PM Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD99950A Relocation/Recruitment Incentives: May be authorized for highly qualified candidates. 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, 12/18/2024. 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-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: Serving as budget financial advisor, compiling information, and preparing administrative reports for management briefings. Maintaining documents necessary to meet requirements of external reviews. Updating various databases and programs. Preparing correspondence such as letters, memorandums, and non-technical correspondence. Providing technical and administrative guidance to subordinate administrative staff or assistants. Independently preparing and managing monthly, quarterly, and annual meeting minutes. Typing Requirement: This position has a typing requirement of 40 words per minute. You will be rated on the following Competencies for this position: Communication Computer Skills Customer Service (Clerical/Technical) Organizational Awareness 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 primarily sedentary. Work requires some walking, standing, bending, and carrying light items such as books, folders, papers, etc. 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.