Secretary (OA)

Summary This position is located at the VA San Diego Healthcare System in the Office of the Medical Center Associate Director.

The position reports, for administrative and technical direction, to the Supervisory Health System Specialist, accepting assignments and direction from the Associate Director and Assistant Director.

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).

Duties include, but are not limited to:

Coordinating the schedules for the Associate Director and Assistant Director 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, 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 - Friday, 7:30am-4:00pm 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

Financial Disclosure Report:
Not required 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, 07/29/2024. 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-7 position you must have served 52 weeks at the GS-6. 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:
You will be rated on the following Competencies for this position: For the GS-7 level:

Specialized Experience:

You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to:

knowledge in executive assistant/secretarial level administration to manage calendars, 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.

For the GS-8 level:

Specialized Experience:

You must have one year of specialized experience equivalent to at least the next lower grade GS-6 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, 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.

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:
No special physical qualifications 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.

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

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 (TJO).

Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), for more information.

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