Department of Veterans Affairs

Secretary (OA) Job at Department of Veterans Affairs in Seattle

Department of Veterans Affairs, Seattle, WA, United States, 98113

Summary

You will serve as the Secretary (OA) for the Associate Director of Patient Care Services at the Seattle VA Medical Center for the VA Puget Sound Healthcare System located Seattle, Washington.

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Overview

* Accepting applications

* Open & closing dates

11/06/2024 to 11/21/2024

* Salary

$60,794 - $79,030 per year

* Pay scale & grade

GS 8

* Help

Location

1 vacancy in the following location:

* Seattle, WA 1 vacancy

* Remote job

* Telework eligible

* Travel Required

25% or less - You may be expected to travel for this position.

* Relocation expenses reimbursed

* Appointment type

Permanent

* Work schedule

Full-time

* Service

Competitive

* Promotion potential

None

* Job family (Series)

* 0318 Secretary

* Supervisory status

* Security clearance

Not Required

* Drug test

* Position sensitivity and risk

Non-sensitive (NS)/Low Risk

* Trust determination process

* Credentialing

* Suitability/Fitness

* Financial disclosure

* Bargaining unit status

* Announcement number

CBSV-12599849-25-CMS

* Control number

817953600

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This job is open to

* Federal employees - Competitive service

Current or former competitive service federal employees.

* Federal employees - Excepted service

Current excepted service federal employees.

* Internal to an agency

Current federal employees of this agency.

* Career transition (CTAP, ICTAP, RPL)

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

Clarification from the agency

Only open to employees of the VA Puget Sound Healthcare System.

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Duties

Provide complex administrative work, planning, and management essential to ensuring smooth operation of Executive Office and Health Care System activities.

Perform a variety of complex administrative work such as developing tracking systems, receive signature items for review and processing, develop Employee & Labor Relations documents, work with legal counsel, coordinate search committees, and act as primary liaison for IT related issues.

Regularly involved in high level contacts with visitors and callers from other organizations like congressional offices, state and local officials, high ranking officials in the field or industry, attorneys, presidents of major national firms or organizations, and leading representatives of government agencies.

Manage the Executives' schedule and day-to-day plans.

Develop plans and schedules using standard references and existing information.

Update office documents, standard operating procedures, and related materials.

Schedule appointments and conferences for Executives and other members of the executive team.

Coordinate meetings.

Attend meetings, prepare meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the Medical Center Executives.

Manage the Executive Level Team's (Chief of Staff, Deputy Chief of Staff, Deputy Director, Associate Director, and Executive Assistants) calendars and events.

Resolves all scheduling conflicts daily by exercising the delegated authority to prioritize.

Understand what is considered critical vs non-critical events and reconcile any conflicts.

Maintain files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters.

Makes travels arrangements for Executives and other members of the Executives' Team and visitors, as needed.

Prepare travel claim reimbursements upon the Executive's return to station.

Act as primary timekeeper.

Purchase supplies.

Actively Communications with persons and groups within and outside of the Executive Office, speaking for the Executive on administrative issues.

Editorial and grammatical review important communications that are sent to VA Central Office, Issue Briefs, Administrative investigational Boards (AIBs}, other administrative communications to Executive Level leadership.

Collect, compile, and track data.

Perform other duties as assigned.

Work Schedule: Monday through Friday, 8:00 AM to 4:30 PM PDT.

Telework: .This position is not Telework eligible.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD412390

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not authorized.

Permanent Change of Station (PCS): Not authorized.

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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.

* The Selected Applicant must be proficient in the English language.

* The Selected Applicant must be eligible for Personal Identity Verification (PIV) Credential and must maintain PIV credential eligibility during their services with the agency.

* 5 CFR 330.502 - General restriction on movement after competitive appointment applies.

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date this announcement, 11/21/2024.

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. 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 and/or education as described below:

* Specialized Experience: You must have one year of specialized experience equivalent to at least tthe GS-07 level or pay band in the Federal service that includes performing the following duties: provide customers with consistent information according to established policies and procedures; handle a wide variety of situations and conflicts independently, using initiative, tact, and diplomacy; use MS Word, Excel, PowerPoint, and related applications to prepare a variety of documents such as spreadsheets and presentations; review correspondence letters; prepare travel arrangements; timekeeping; manage daily calendars, making appointments, schedule conferences, and meetings. use judgment to execute the work in the most effective manner; and serve as a recording secretary for meetings requiring minutes. OR,

* EDUCATION (TRANSCRIPTS REQUIRED): As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) years of graduate education that is directly related to the duties of the position. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

You will be rated on the following Competencies for this position:

* Clerical

* Customer Service (Clerical/Technical)

* 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.

Work Conditions: The work environment involves everyday risks or discomforts and requires normal safety precautions typical of such places as offices, meeting and training rooms, or libraries. The work area is adequately lighted, heated, and ventilated. There is frequent potential for stress relating to the fast pace of the work environment, the demands of Executives, and the occasional dissatisfied patient, employee, or other individual.

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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

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.

* Benefits

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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. Opens in a new windowLearn 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.

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.

Resume Reminder- Your resume must include the following information for each job listed:

* Job title Duties (be as detailed as possible)

* Month & year start/end dates (e.g. June 2007 to April 2008)

* Full-time or part-time status (include hours worked per week)

* Series and Grade, if applicable, for all Federal positions you have held

* Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all the questions by addressing your work experience in detail.

Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

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

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.

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.

* Benefits

Help

Review our benefits

* Required Documents

As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

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

* Resume

* SF-50/ Notification of Personnel Action

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

* Other (1)

* Performance Appraisal

* Resume

* Separation Notice (RIF)

* 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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.

* How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 11/21/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12599849.

* To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.

* Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

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/.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Agency contact information

Christian Sheehy

Phone 253-583-1445 Email Christian.Sheehy@va.gov

Address VA Puget Sound Health Care System

1660 South Columbian Way

Seattle, WA 98108

Learn more about this agency

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

* Fair and Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

* Criminal history inquiries

* Equal Employment Opportunity (EEO) Policy

* Financial suitability

* New employee probationary period

* Privacy Act

* Reasonable accommodation policy

* Selective Service

* Signature and false statements

* Social security number request

Help

Required Documents

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

* Resume

* SF-50/ Notification of Personnel Action

* Cover Letter

* Other (1)

* Performance Appraisal

* Resume

* Separation Notice (RIF)

* 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

* 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.

If you are relying on your education to meet qualification requirements:

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.

Help

How to Apply

* Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Agency contact information

Christian Sheehy

Phone 253-583-1445 Email Christian.Sheehy@va.gov

Address VA Puget Sound Health Care System

1660 South Columbian Way

Seattle, WA 98108

Learn more about this agency

Next steps

Fair & Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

* Criminal history inquiries

* Equal Employment Opportunity (EEO) Policy

* Financial suitability

* New employee probationary period

* Privacy Act

* Reasonable accommodation policy

* Selective Service

* Signature and false statements

* Social security number request

* Email

* Facebook

* LinkedIn

* Twitter

Help

Overview

* Accepting applications

* Open & closing dates

11/06/2024 to 11/21/2024

* Salary

$60,794 - $79,030 per year

* Pay scale & grade

GS 8

* Location

1 vacancy in the following location:

* Seattle, WA 1 vacancy

* Remote job

* Telework eligible

* Travel Required

25% or less - You may be expected to travel for this position.

* Relocation expenses reimbursed

* Appointment type

Permanent

* Work schedule

Full-time

* Service

Competitive

* Promotion potential

None

* Job family (Series)

* 0318 Secretary

* Supervisory status

* Security clearance

Not Required

* Drug test

* Position sensitivity and risk

Non-sensitive (NS)/Low Risk

* Trust determination process

* Credentialing

* Suitability/Fitness

* Financial disclosure

* Bargaining unit status

* Announcement number

CBSV-12599849-25-CMS

* Control number

817953600

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/817953600. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.