Summary The incumbent serves as the personal secretary to the Assistant Director for a the Bay Pines VA Healthcare System. The incumbent serves as the principal office clerical or administrative support position to the head of the organizational unit by assisting the supervisor, and in some cases, the subordinate staff of that individual. Therefore, there is typically no more than one secretary role possible in each organizational unit. Responsibilities Schedules and reviews work activities performed in an office, including reporting and record keeping. Enter all reports within an expedient time frame. Reviews and directs incoming documentation/inquiries and take personal action when applicable or direct to appropriate staff as needed. Receives telephone calls and visitors; personally handles many matters, including complaints that employees or patients feel warrant the supervisor's attention. Maintains office compliance regarding record keeping regulations, policies, and guidelines as established. Manages the assigned executive team member's email inbox. Establishes internal suspense dates and maintains log of open tasks to aggressively pursue action/response. Provides administrative assistance to and coordinates with tasked parties to assemble appropriate responses. Maintains supervisors calendar of events, reminding him or her of appointments, furnishing briefs of subject matter or purpose of meeting. Makes appointments for the supervisor and having complete authority for commitments of time. Accepts or declines invitations for the supervisor and makes arrangements for subordinate personnel to handle matters on varied subjects. Assumes responsibility for ensuring requests for actions or information are made known to the appropriate staff who can satisfy the request. Decides whether important or emergency matters should be brought to supervisor's attention when absent but accessible. Prepare travel arrangements for staff. Arrange schedule of visits, make hotel and transportation reservations. Submits travel vouchers and reports. Advises supervisor of important matters arising during an absence and calls attention to significant items in reports, files and correspondence. Develops written communication and correspondence to stakeholders. Interprets applicable guidelines, operating policies to update policies, standard operating procedures as needed, validate they are still necessary, and in the proper format. Take meeting minutes, coordinating meetings. Utilizes VATAS to maintain time and attendance as primary timekeeper. Maintains tracking mechanism for reports and action items. Utilizes a range of software applications This position requires a typing requirement of 40 words per minute Work Schedule: Monday to Friday 8:00am -4:30pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD99950A Relocation/Recruitment Incentives: Not Authorized 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, 09/27/2024. 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. General Adjustment SF-50's with the effective date of within the last year do not provide the information to reflect time-in-grade requirement has been met and therefore cannot be the only SF-50. If you are currently serving in a Hybrid Title 38 position, your SF-50's must reflect you have been in the position longer than one year. Preferred Experience: Working with personal computer, fax, printers, scanners and other information technology equipment; as well as proficiency in software programs such as MS Word; Excel; and Power Point. Self-manage, organize and prioritize work independently. Use creative approach to perform a variety of duties in support of special projects. Analysis and problem-solving utilizing system data and report creation. Possesses above average written and oral communication skills. Possesses above average customer service skills for both internal and external customers. 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: receiving calls and visitors, determining the nature of the call or visit and refers to the appropriate staff; managing the executive team member's email inbox; assigning items for action or responses; establishing internal suspenses and maintaining log of open taskers; maintaining calendars; making travel arrangements; acting as a liaison between departments; creating, processing and tracking personnel actions; maintaining files; gathering and analyzing data to develop reports; reviewing and/or composing correspondence; maintaining the flow and quantity of clerical work and making suggestions to change workflow, priorities or procedures; arranging meetings and conferences; obtaining and monitoring the use of supplies, equipment and services; and utilizing office automation systems to accomplish work. You will be rated on the following Competencies for this position: Clerical Communications Computer Skills Manages and Organizes Information 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. 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.