Executive Secretary (OA)

Company: Veterans Affairs, Veterans Health Administration
Location: Johnson City
Posted on: February 10, 2020

Job Description:

SummaryThe James H. Quillen VA Medical Center is searching for a highly talented, energetic, and motivated EXECUTIVE SECRETARY to support senior leadership at our healthcare system. This role is pivotal for our leadership's ability to provide the best customer's experiences. Therefore, we will hire the employee that possesses a positive attitude about the work; coworkers and customers; and knowing the work performed is attaining success for our Veterans, their families, and our healthcare system.ResponsibilitiesThe Executive Secretary is located in the Office of the Medical Center Director which is responsible for the operational oversight, management and delivery of healthcare in a large and complex system that spans a 3 state region. Serves in a dual capacity; 1) executive secretary to the Medical Center Director, and 2) office manager for the Director's office and ensures that practices and procedures used by secretaries' organization-wide in subordinate offices are consistent with those of the Director's office. He/she provides administrative leadership, consultation and technical assistance to administrative staff, service chiefs, section chiefs, care line managers and their administrative support staff related to office administrative operations and organizes the day-to-day activities of the Office of the Medical Center Director. Work Schedule: Mon-Fri 7:45a-4:30p with 45 minute lunchCompressed/Flexible: Not availableTelework: Not availableVirtual: This is not a virtual position.Position Description/PD#: Executive Secretary (OA)/PD60160-0Relocation/Recruitment Incentives: Not authorizedFinancial Disclosure Report: Not required 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.RequirementsConditions of EmploymentQualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/11/2020. Show a commitment to VHA: Applicants should demonstrate interest in a rewarding career working for VHA. Demonstrate Communication Skills and Leadership Qualities: Candidates must have a talent for communication and demonstrate potential for leadership. These qualities are essential for positions employed at VHA facilities. Customer Service: Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Provides the customer with consistent information per established policies and procedures- handles conflict and problems in dealing with the customer constructively and appropriately. Must be able to accept criticism and maintain a calm demeanor in stressful situations. VA Interchange: If you are in a Hybrid occupation (i.e. Medical Support Assistant) you must meet the requirements for interchange to be considered for a position in the competitive service. What this means to you the applicant that is currently in a VA Hybrid occupation is that you must 1. Be currently serving under an appointment without time limit; AND 2. Be currently serving in a position covered by the interchange agreement (Covers employees who occupy VA medical or medical-related positions and were appointed under Title 38 U.S.C. 7401(1) or Hybrid 7401(3)); AND 3. Have served continuously for at least 1 year under Title 38 U.S.C. 7401(1) or Hybrid 7401(3)). NOTE: IF YOU ARE ON A TITLE 38 OR HYBRID TITLE 38 APPOINTMENT AND DO NOT SUBMIT DOCUMENTATION TO SHOW THAT YOU MEET THIS REQUIREMENT YOU CAN NOT BE REFERRED. 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. For a GS-9 position you must have served 52 weeks at the GS-8. 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. Typing Proficiency: A minimum typing speed of 40 words per minute is required. Applicants must either submit evidence of typing proficiency or self-certify by written statement their ability to type 40 wpm. 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 to qualify for GS-8. You must have one year of specialized experience equivalent to at least the next lower grade GS-8 in the normal line of progression for the occupation in the organization to qualify for GS-9. Examples of specialized experience would typically include, but are not limited to: clerical and administrative experience related to secretarial support for a professional setting or large organization and/or in a large medical center setting to top management; independently planning and/or organizing activities of an office or unit; maintain suspense (follow up) systems to ensure items for action are completed; serve as liaison between offices and/or sections; receive all correspondence; prepare travel arrangements; maintain executive schedule/calendar; meeting minutes; perform full range of secretarial and administrative duties. Management of executives' schedules or day-to-day plans, assists and updates office documents, standard operating procedures and related materials, schedules and attends meetings, prepares meeting minutes and follow up actions, speaks for executives on administrative issues, processes and edits incoming and outgoing correspondence, reports and memoranda, reviews documents for grammatical errors, performing timekeeping duties and following procedures for purchasing supplies. PREFERRED EXPERIENCE: Reviewing action documents for grammar, format, clarity of information, and conformance with the Director's viewpoint. Clerical and administrative experience related to secretarial support in a large medical center setting to top management. Knowledge of timekeeping procedure, rules, and regulations. Qualified typist (Type more than 40 words per minute) Excellent oral and written communication skills and the ability to work with limited direction. Arranging meetings and conferences, assembling material for agenda items, and maintain suspense (follow up) systems to ensure action items are completed. Ability to speak for executives on administrative issues, processes and edits incoming and outgoing correspondence, reports and memoranda. You will be rated on the following for this position: Ability to organize the work of an office and perform clerical and administrative duties. Ability to compose and review written material for compliance with rules of correspondence and grammar. Ability to maintain a calendar of events and appointments and make arrangements for appointments and/or events. Ability to communicate with a variety of people with various education backgrounds and socio-economical backgrounds. Ability to advise and instruct secretaries in subordinate organizations concerning such matters as directives, reports, correspondence, and telephone procedures. 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. This position requires mobility within the facility environment and may on occasion require travel to other locations for meetings and conferences. The position may require flexible duty hours to accomplish program objectives. 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/.EducationThere is no educational substitution at this grade level.Additional InformationVA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. 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/. 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. This job opportunity announcement may be used to fill additional vacancies. 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. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Johnson City , Executive Secretary (OA), Administration, Clerical , Johnson City, Tennessee