Secretary (Oa)

Summary

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), and VA Roseburg Healthcare System (VARHS) and is the Chief of Staff Secretary to the Chief of Staff, providing clerical and administrative assistance to the Clinical Tetrad (Quadrad) member and respective Executive Assistant

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Overview

• Accepting applications

• Open & closing dates

04/24/2024 to 05/06/2024

• Salary

$49,025 - $63,733 per year

• Pay scale & grade

GS 7

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Locations

1 vacancy in the following locations:

• Eugene, OR

• Roseburg, OR

• Remote job

No

• Telework eligible

No

• Travel Required

25% or less

• You may be expected to travel for this position.

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time -

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0318 Secretary

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBSV-12392875-24-SE

• Control number

788321300

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This job is open to

• Career transition (CTAP, ICTAP, RPL)

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

• Federal employees

• Competitive service

Current or former competitive service federal employees.

• Federal employees

• Excepted service

Current excepted service federal employees.

• Individuals with disabilities

• Land & base management

Certain current or former term or temporary federal employees of a land or base management agency.

• Military spouses

• Peace Corps & AmeriCorps Vista

• Special authorities

Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.

• Veterans

Clarification from the agency

Special authorities include: Former overseas employees and foreign service employees. Clarification for these authorities is provided in the questionnaire. First AOC (Area of Consideration) is Facility employees; Second AOC is VA Agency; Third AOC are all other eligible applicants.

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Duties

Incumbent exercises control over the Supervisor's and Executive Assistant's schedule with complete authority for commitments of time, establishes priorities at own discretion, and arranges or coordinates meetings with other subordinate clinical staff offices. He/she arranges meetings including agenda, space, time, and staff, assembles background material for agenda items and informs participants of topics to be discussed.

Independently arranges for travel based on Executives' preferences, including airlines, hotel arrangements, travel times, and other factors as identified through the close working relationship with the Executives. Maintains a calendar of future events for up to the next 12 months. Coordinates with the other members of the Executive Office to resolve scheduling conflicts, arranging for alternatives when scheduling conflicts arise.

Schedules appointments, coordinates meetings, and/or schedules conferences for the Chief of Staff or a subordinate clinical leader. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently, supporting the Clinical Council under the Chief of Staff's purview and possibly subcommittees of the main council as mentioned above.

Assigns and reviews administrative support work output for subordinate clinical leaders, which may include travel arrangements, maintaining calendars, and coordinating meetings with internal and external stakeholders, ensuring all internal candidates are invited, a room, time, and date are clearly identified and secured, and follow up actions are taken such as agenda, note-taker, and any subsequent meetings. Organizes the flow of clerical processes in the office and in subordinate offices. Reviews minutes, policies, and other correspondences to ensure they are technically correct and in compliance with administrative correspondence rules.

Assigns, reviews, and coordinates administrative needs for the professional staff under the supervision of the Chief of Staff. These may include preparation, filing, completion, and proofing of documents and processes associated with credentialing and privileging, ongoing professional practice evaluations/focused professional practice evaluations, professional standards boards, proficiencies, competencies, official travel, continuing professional education, and awards and recognition program.

Incumbent independently exercises control and has continuing responsibility for projects, questions, or problems associated with tracking program elements (such as service orientation, clinical suspense's, and RCS-10-1 filing system) and receptionist activities for the Director's suite, specific to the Chief of Staff supported but often covering the entirety of the suite in support of all four Executives.

Maintains the strictest confidentiality of the Executive Office business and correspondence. Incumbent has regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act and other applicable policy and regulations including disciplinary actions, Peer Review, Tort Claims, incident reports, and others. Maintains confidential and privileged documents, communications, and patient/resident information in preparation for or as a consequence of clinical meetings, individual meetings with the Chief of Staff, or multidisciplinary groups. The nature of the interactions are sensitive, often involving personnel actions and consequences, which the incumbent may prepare, review, and file.

Reviews official correspondences and ensures compliance with business rules, syntax, formatting, and grammar for Congressional responses, policies, procedures, standard operating procedures, media responses, and others as provided to the or by the Chief of Staff.

Establishes controls on certain items such as proficiencies, appraisals, and suspense items.

Work Schedule: 8:00 a.m.- 4:30 p.m.

Compressed/Flexible: Not available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD303100

Relocation/Recruitment Incentives: Not authorized

Critical Skills Incentive (CSI): Not authorized

Permanent Change of Station (PCS): Not authorized

Financial Disclosure Report: Not required

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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.

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 05/06/2024.

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. 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:

• 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 includes, but is not limited to, Performing administrative support tasks, answering and screening telephone calls, arranging meetings and conference calls, coordinating schedules, booking conference rooms and equipment, preparing agendas and minutes, processing correspondence, reports, memos, and other forms, handling confidential information, reviewing, and editing policies and procedures, performing timekeeping functions, working with databases, and utilizing various applications such as Microsoft Word, Excel, PowerPoint, and Outlook. It also requires knowledge of grammar, spelling, punctuation, syntax, and travel preparation.

• Note: Experience must be fully demonstrated and documented on your resume and must include job title, duties, month & year starting and ending dates and hours worked per week.

Proficiency Requirements-In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency: ability to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years.

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

• Communications

• Customer Service

• Operations Support

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 moderate walking, standing, bending, pushing, pulling, twisting, stooping, 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 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

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

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/.

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.

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• 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 window

Learn 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)

• Salary/Rank etc.

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

• References, current or recent supervisor

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 of the questions by addressing your work experience in detail. The experience stated in your resume must support your assessment responses.

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.