Secretary (Oa) - NTE 1 Year

Summary

This position if located in the Executive Leadership Team (ELT) Offices which includes the Medical Center Director, Associate Director (AD), Chief of Staff (CoS), and the Nurse Executive (NE). This incumbent serves as principal office assistant to the CoS. Incumbent participates actively in the management of the ELT Offices by performing a wide variety of administrative assistant and miscellaneous clerical work.

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Overview

• Accepting applications

• Open & closing dates

04/12/2024 to 05/02/2024

• Salary

$49,025 - $63,733 per year

• Pay scale & grade

GS 7

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Location

1 vacancy in the following location:

• White City, OR 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Multiple Appointment Types -

• 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-12382442-24-JB

• Control number

786497400

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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.

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

Open to current permanent employees of the VA Southern Oregon Healthcare Systems in White City, Oregon.

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Duties

• Screening calls and visitors to the ELT Offices, referring to appropriate Services those matters that do no require the supervisor's attention.

• Reviewing of incoming correspondence, screening material prior to distribution for suspense dates, establishing controls, and following up for supervisor. Disseminates to the operating service. Obtains background information or files on own initiative when it appears such information will be of assistance to supervisor.

• Composing and preparing correspondence requiring familiarity with Health Care System policies and procedures. This includes correspondence to VACO, VISN Office, as well as other organizations and agencies.

• Using work processing software and printing equipment to create copy, edit, e., make insertions or deletions or move materials from one place to another; store, retrieve and print a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists.

• Reviewing CoS' electronic mail in his/her absence and refer issues to designees.

• As a Control Point Clerk, entering requests electronically for supplies and services, as directed by the ELT members for approval.

• Maintaining Office of the ELT's Time and Attendance Reports, insuring that at the end of the pay period, times is taken to check each card for accuracy.

• Searching for, assembling, and summarizing information as required from the files and documents as requested by the supervisor in anticipation of the supervisor's needs.

• Maintaining supervisor's calendar based on knowledge of his/her interest and commitments.

• Arranging appointments and conferences involving the CoS with his/her subordinates and other officials of the Medical Center, and ensures attendance. Selects mutually satisfactory time, reserving meeting rooms, notifying participants, attending the meetings when appropriate and preparing reports of the proceedings. Advises individuals concerned when appointments must be rescheduled, and arranges mutually convenient times for new appointments.

• Coordinating replies to correspondence of all VACO reports, VISN reports, non-recurring reports forwarded to the CoS for action and follows up on report progress in insure action is properly taken and replies are made within the allotted time.

• Coordinating replies designated for action to the CoS to ensure the Service designated responds in a timely manner.

• Proof-reading of prepared correspondence for procedural and grammatical accuracy; recognizes and corrects errors in correspondence/reports and coordinates deviations with the originator or correspondence/reports.

• Maintaining high level of appropriate confidentiality, without exception, in all aspects of organizational activities involving sensitive or confidential material.

Work Schedule: Monday

• Friday, 8:00am

• 4:30pm

Compressed/Flexible: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA) - NTE 1 Year/PD902240

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

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 time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 05/02/2024.

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 within 30 days of the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. 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 specialized experience as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
• arranging meetings, conferences, and conference calls, establishing mutual times, conferences rooms and equipment;
• examining a wide variety of written material to ensure compliance with rules of correspondence for clarity, completeness of reply, and grammatical and procedural correctness;
• responsible for tracking suspense's from multiple sources;
• collaborating, communicating, setting priorities, and organizing work to meet deadlines, ensuring compliance with established processes, policies, and regulations

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the specialized experience requirements, you must be able to type at least 40 words per minute.

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

• Clerical

• Customer Service

• Organizational Awareness

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. It occasionally requires lifting and carrying light objects such as files, books, and papers. No special physical qualifications are required.

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

The Career Transition Assistance Plan (CTAP) provide eligible displaced 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 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.

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

Do not include the following types of information in your resume:

• Classified or Government sensitive information

• Social Security Number (SSN)

• Photos of yourself

• Personal information, such as age, gender, religious affiliation, etc.

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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

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.