SECRETARY (OA) - Veterans Affairs, Veterans Health Administration : Job Details

Summary This position serves as the principal clerical and administrative support position for the Medical Center Director (MCD), Executive Leadership Team and the organization by carrying out and coordinating all the clerical and day-to-day administrative support activities which are typically required to support the work of the MCD and the organization. Responsibilities Duties: Acts as a buffer and liaison for the Medical Center Director primarily but also assists the other members of the Executive Leadership Team as well as the organization. Maintains confidentiality, disseminating accurate information and responding accurately to inquiries, making appropriate referral in person and by telephone, referring matters of sufficient importance to the MCD or other appropriate individuals. Receives all telephone calls and visitors for the MCD. Determines nature of call or business of visitors. Controls activities schedule and reminds MCD of appointments. Reviews correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations, grammar, format, and special policies of the organization. Gives advice and instructions to subordinate offices through discussions with author or staff to obtain higher degree of compliance with general organizational polices and correspondence regulations. Schedules appointments, coordinates meetings, and/or schedules conferences. Coordinates travel arrangements for the Director and other members of the Executive Leadership Team if needed. Consistently responds to Veterans, families, visitors and coworkers' request for assistance promptly and in a friendly and cooperative manner. Manages all Human Resource activities related to employees with the Director as their first line Supervisor. Work Schedule: Monday- Friday 7:30a-4:00p, Little Rock, Arkansas (T & Th); North Little Rock Arkansas (M, W & F)(subject to change based on the needs of the agency.) Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD045280 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 Must have a valid drivers license. Pre-employment Physical. 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, 10/25/2024. 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. 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-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: Experience in processing and reviewing documents, that may include legal documents or administrative records for completeness and accuracy. Experience providing administrative support. Experience in utilizing electronic systems to gather, review, input, update, access, organize, process, and to maintain information for use in litigation and/or to accomplish time or case management functions. Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must show possession of the following skill. Applicant 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 certificate. Please note, the agency may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Must be able to type 40 words per minute or more. You will be rated on the following Competencies for this position: Clerical Customer Service (Clerical/Technical) Flexibility Interpersonal Skills Teamwork Writing 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's generally sedentary, although physical ability to move around the facility frequently throughout the day is required. As well as ability to walk between two campuses and other sites of care in the system is required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. 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: 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: 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. 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. 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.