Secretary (OA) Job at MSCCN in Seattle

Summary The incumbent reports directly to the SES-level Deputy Executive Medical Center Director and provides daily support to the other Executive Leadership Team members. Responsibilities Duties include but are not limited to: The incumbent manages two Executive Leadership Team members' schedules and day-to-day plans, identifies the schedule and time required, and estimates the resources needed. Schedules Executive Office conference room space according to current policies and the requestor's purpose, date/time required, and audio/visual needs. Collects, triages, and resolves incoming queries from patients, employees, VISN, VA Central Office, Congressional Offices, DOD partners, and other community-based medical centers and organizations, while also providing the highest level of customer service. Attends the Executives' board/committee meetings, prepares the agenda and meeting minutes, and sends out communications to its members. Proofreads documents for the Executives' signature for clarity, completeness, and sufficient supporting information and suggests corrections. Prepares written letters of correspondence on behalf of the Executives with proper grammar and spelling. Performs records management of all Executive Office documents, confidential and sensitive in nature, and maintains and discards them appropriately per policy. Tracks incoming and outgoing mail and correspondence. Prepares performance appraisals and maintains the competency folders to include up-to-date licenses, trainings, positions descriptions or functional statements, performance standards, and appraisals. Researches and provides background information on topics of interest and follows-up on action items. Pulls reports from Performance Logic, VSignals, PA TS-R, VATAS, and other applications. Completes travel arrangements for the Executives and prepares travel claim reimbursements upon their return to station. Assists with the Executive Office Clean Sweeps, the Hazmat Inventory, Equipment Inventory, work orders, and supply orders. Serves as a Timekeeper to maintain and record leave and attendance and ensures FMLA, telework, and other documentation are obtained and confidentially stored to support timecard postings. 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 - Friday 8:00am - 4:30pm Telework: 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. Ad-hoc. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD414030 and PD414040 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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 with in 30 days of the closing date of this announcement, 11/13/2024. 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-08 position you must have served 52 weeks at the GS-07. For a GS-09 position you must have served 52 weeks at the GS-08. 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: GS-08 MINIMUM QUALIFICATIONS REQUIREMENT: 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: Receiving visitors and telephone calls to the office; Carries out and coordinates all clerical and day-to-day administrative support activities, to include timekeeping; Provides clerical and administrative assistance to the organization; scheduling appointments; coordinating meetings and conferences, preparing correspondence, reports, memoranda using multiple automated programs and/or software and maintaining files. GS-09 MINIMUM QUALIFICATIONS REQUIREMENT: 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: Working as a secretary in an executive level office environment; Receiving visitors and telephone calls to the office; Carries out and coordinates all clerical and day-to-day administrative support activities, to include timekeeping; Provides clerical and administrative assistance to the organization; scheduling appointments; coordinating meetings and conferences, preparing correspondence, reports, memoranda using multiple automated programs and/or software and maintaining files; broad knowledge of procedures, rules, regulations and policies of the agency. Preferred Expereince: Provides customers with consistent information according to established policies and procedures. Uses MS Word, Excel, PowerPoint, and related applications to prepare a variety of documents such as memos, letters, spreadsheets, and presentations. Uses personal judgment to execute the work in the most effective manner. Handles a wide variety of situations and conflicts independently, using initiative, tact, and diplomacy You will be rated on the following Competencies for this position: Attention to Detail Communications Decision Making Information Management 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. Typically, the employee may sit comfortably to do the work. 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: 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.