Veterans Affairs, Veterans Health Administration Secretary in Prescott, Arizona
Summary The Northern Arizona VA Health Care System is currently recruiting for one (1) Secretary (OA) to work in the Executive Leadership Office, Prescott, Arizona. The incumbent serves as Executive Secretary for the Executive Leadership Office, to include the Health care System (HCS) Director, Associate Director, Associate Director/Patient Care Services and Chief of Staff. Responsibilities The incumbent is responsible for daily operation of the Executive Leadership Office by developing, establishing, and maintaining procedures to effectively accomplish workloads and ensure efficient management of personnel and equipment. The incumbent coordinates the administration and management activities and directs work assignments of Executive Leadership Team (ELT) secretaries. The incumbent assures that ELT secretaries are trained and fully oriented to the policies and procedures of the ELT. The incumbent monitors the workloads of these staff, balances assignments among them as appropriate while collaborating with the £LT. The incumbent ensures that coverage Is provided as needed. The incumbent provides for development of employees, give advice, counsel, or Instructions to employees on both work and administrative matters. The incumbent resolves conflicts which arise, provides Input to ELT on actions regarding awards, disciplinary actions, and separations. and evaluates work performance. Duties include but are not limited to the following: Ensure that the practices and procedures used by program assistants/secretaries In subordinate offices are consistent with those of the Executive Leadership Office. Recommend changes in administrative policies and office procedures and practices to be used by secretaries in subordinate offices. Appropriately and courteously relate lo Internal and extremal customers. Handles questions and complaints and resolves them. Exclusive control over the HCS Director's appointment schedule, with complete authority for commitment of time. without prior approval, refers matters to staff members when appropriate and advises the HCS Director of appointments and other commitments. Attend meetings, records minutes, and conducts follow-up as needed or directed. Arrange for meeting space, speaker, and support arrangements for large conferences, i.e. writing letter to the speakers and participants, arranging hotel accommodations, transportation to and from the meeting site, social arrangements, audio-visual equipment, parking, food, meeting materials and secretarial/clerical support as needed. Oversee the receipt. review and determination of appropriate action for all incoming official VA/VHA regulatory documents and electronic mail. Plan and establish office control systems such as those for the control or the location, arrangement, access to, and use of office flies. Reviews alt correspondence for the HCS Director's signature. Perform the following types of duties: edits letters, composes letters and reports, reviews correspondence for appropriateness, accuracy, completeness, grammar, construction, and format. Prepare public presentation outlines and develops standard or form letters and replies to inquiries. Manage mall and correspondence services including preparing a variety of recuring reports, reviewing outgoing correspondence for accuracy and proper attachments or consolidating/coordinating submittals of Information. Screens all publications, directives, and periodicals, and brings those of significance to the HCS Director's attention. Coordinate time keeping activities, functions as Fund Control Point and Purchase Card Approving Official and manages Canteen Promotional Fund for the Executive leadership Office. Arrange for travel by the Director, secures travel and hotel reservations, and prepares travel agendas. Assure that reports, vouchers, and lap are prepared timely. Receive, schedule, refers, and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the general public. Work Schedule: Monday - Friday 8:00am-4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD06956O Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/10/2021. 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 -09 position you must have served 52 weeks at the GS -08. 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: In addition to meeting the time in grade; 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. Examples of specialized experience would typically include, but are not limited to: executive administration, training staff, policies, written and oral communications, running reports, providing meeting minutes, maintaining electronic calendars, and scheduling. . You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer ServiceManages 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there maybe some walking, standing, bending, and carrying of light items like paper 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. 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information 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.