Secretary

Company: Department of Veterans Affairs
Location: Grand Junction
Posted on: June 8, 2021

Job Description:

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Duties

Summary

The incumbent provides a comprehensive range of administrative and technical support for the Associate Director for Patient Care Services/Chief Nurse Executive's (ADPCS/CNE) office.

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Responsibilities

As the ADPCS/CNE executive secretary for the VA Western Colorado Health Care System, the incumbent ensures that the practices and procedures used by subordinate offices are consistent with those of the Executive Office. Coordinates with other staff in the Executive Office to ensure smooth workflow and appropriate office coverage at all times. Recommends changes in administrative policies.

Receives all visitors and telephone calls for the ADPCS/CNE. Reception responsibilities frequently require initiative, knowledge and decision making on the part of the incumbent, who represents the facility in highly sensitive contacts. Screens all contacts to determine the nature and purpose of calls and refers calls not requiring the ADPCS/CNE attention to appropriate clinical service manager or independently addresses matters without referral.

When situations must be referred to the ADPCS/CNE, the incumbent furnishes the ADPCS/CNE with information to aid in the discussion. Interacts frequently with both internal and external customers to resolve a variety of complaints made by patients and their families including potentially hostile or aggressive visitors.

The incumbent independently exercises exclusive responsibility for maintaining a complex calendar for the ADPCS/CNE. In collaboration with the ADPCS/CNE and independent discretion, establishes and adjusts priorities schedules or reschedules appointments, accepts or declines invitations to meetings.

Coordinates with staff involved in the meetings; arranges for appropriate meeting facilities, either at the Medical Center or at remote locations, including audiovisual equipment, teleconferencing equipment, etc.; prepares and distributes agenda or visit itinerary; arranges for refreshments or meals as appropriate; assists with travel arrangements or provides information on lodging and travel as appropriate.

The incumbent responds to inquiries and administrative issues brought to the ADPCS/CNE by members of the staff and officials of the agency, central office, VISN 19, state and local governments, other hospitals and organizations, other federal agencies, and congressional staff. Notifies the appropriate staff officials of the need for information or recommendations and either prepares the response or follows up to ensure a timely response by others.

Incumbent prepares a wide variety of recurring internal reports and documents from information obtained from the staff, files, and other sources. Works with and safeguards confidential information of major importance, such as medical or administrative staff problems, litigation activity, future hospital plans, Labor and Employee Relations issues, personnel grievances, and evaluations of key personnel.

Incumbent assists in developing data for ADPCS/CNE use in appearance before service and civic organizations, both as speaker and member of panels, and works with other front office personnel on community participation assignments. When assignments require, incumbent arranges transportation, hotel accommodations, social arrangements, and secretarial assistance.

Incumbent provides guidance to the other front office secretaries in maintaining official station title files, correspondence, and other record series for the Executive office. Assists with other front office Secretaries on maintenance and preparation of timecards for the Executive office and the schedule of activities, conferences, and meetings held in the Director's Conference Room.

Incumbent oversees the maintenance of government manuals, policy notebooks, and files in the Executive Office and ensures such records are handled appropriately and are available as needed. Is responsible for maintenance of files secured in the Executive Office safe, including periodic review and updating as required. All records are handled in compliance with confidentiality regulations, including the Privacy Act of 197 4, FOIA regulations, and other applicable laws and regulations.

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 through Friday, 8:00 AM to 4:30 PM

Compressed/Flexible: Not available

Telework: Available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary/PD122180

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

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

Supervisory status

No

Promotion Potential

8

* Job family (Series)

0318 Secretary

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* Office Secretaries * Secretaries, Office

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Requirements

Conditions of Employment

* You must be a U.S. Citizen to apply for this job * Designated and/or random drug testing may be required * 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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/04/2021.

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-6 position you must have served 52 weeks at the GS-5. For a GS-7 position you must have served 52 weeks at the GS-6 level. For a GS-8 position you must have served 52 weeks at the GS-7 level.

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-6 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing secretarial/administrative duties, such as maintaining calendars, scheduling appointments and meetings, preparing agendas/minutes, arranging travel accommodations, processing and composing correspondence; and communicating diplomatically and tactfully with employees, visitors, and other stakeholders who make personal visits or telephone calls.

GS-7 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: providing administrative support to an office; utilizing computer applications, such as Microsoft Word, Excel, PowerPoint, SharePoint, Outlook, and other software; preparing and proofing correspondence and documents; managing meeting minutes; managing tasks to meet timelines.

GS-8 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: clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; independently planning and/or organizing activities of an office; serving as liaison between offices and/or sections; advising staff on the travel system and related travel regulations; advising staff on timekeeping system; track suspenses from assignment to completion; assist with communication with outside affiliate organizations.

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

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; carrying of light items such as papers, books, small parts; driving an automobile, etc. 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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Keywords: Department of Veterans Affairs, Grand Junction , Secretary, Other , Grand Junction, Colorado