Secretary (OA)
The incumbent functions as the Secretary for the ADPCS. Under the direction and supervision of the ADPCS, the incumbent is responsible for and controls all administrative and operational duties requisite for the effective execution and operation of the ADPCS Office at NWIHCS. The medical center is divided into Patient Service Lines and Departments that are further subdivided. The ADPCS Office is responsible for all Nursing functions for the Health Care System. The incumbent is responsible for administrative functions, including but not limited to, timekeeping, budget, office supply procurement and maintenance, general administration, quality and productivity planning, office operations, and technology support to personnel in the ADPCS Office. The incumbent also reviews and evaluates completed staff actions (memos, reports, etc.) for the overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations and compliance with policy when appropriate. Contacts the originating office to recommend changes before documents are forwarded to ADPCS or other members of the Executive Team. Responsibilities include, but are not limited to:
Screens calls and visitors to the office, referring to staff members as appropriate and forwarding to the ADPCS only those calls or visitors requiring their attention. Takes messages for supervisors in their absence or directs callers concerned with urgent matters to the most appropriate staff member of the organization. Initiates calls or contacts as directed by supervisor to obtain or furnish information or is personally known to be necessary from knowledge of procedures or past actions. Questions callers to the extent necessary to clarify the caller's inquiry or identify. Coordinates, synchronizes, and integrates the analyses on requirements, meetings, tasks to determine who should attend meetings and office calls. Exercises knowledge of administrative and clinical services and its procedures and has a general knowledge of substantive programs of the office. Personally handles many requests for information and assists in resolving a variety of complaints made by staff, patients and their families. Acts as a liaison to staff within the medical center and provides accurate advice on procedures, reports, requirements, policies and instructions. Serves as back up to other Executive Office secretaries as needed. Maintains ADPCS's activities calendar; schedules appointments and conferences, providing briefs on matters to be considered prior to scheduled meetings; makes travel arrangements as needed. Assists ADPCS with tracking travel approvals and the travel budget. Schedule and coordinate video and teleconferences with facilities across the health care system. Coordinates, composes and reviews correspondence as delegated, determining proper action, and at times prepares answers before referring to the ADPCS. Prepares correspondence for the signature of top management staff which may include gathering and coordination of information needed for the response or report. Receives request from ADPCS to obtain material for use in writing correspondence, reviewing actions, programming and planning, preparing for conferences and other purposes. Monitors follow-up needed for a wide variety of committees for the front office. Prepares minutes of designated meetings. Uses word processing software and printing equipment to create, copy, edit (e.g., makes insertions or deletions or moves material from one place to another), stores, retrieves, and prints a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists. Performs office automation duties using software applications such as VistA, Outlook, Word, Publisher, Excel, PowerPoint and various other software applications. Tracks key managers leave through the use of a virtual calendar. Coordinates and refers issues to appropriate Acting ADPCS in the ADPCS's absence. Establishes and maintains subject matter and other files necessary for conduct of work in superior's office including ADPCS's personal and confidential files. Serves as the Automatic Data Processing Applications Coordinator (ADPAC) for the ADPCS Office PLEASE SEE BELOW FOR QUALIFICATION REQUIREMENTS. 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. Work Schedule:
Monday - Friday, 7:
30 a.m. - 4:
00 p.m. Telework:
AdHoc Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD702960 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/09/2020. 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-07 position you must have served 52 weeks at the GS-06. For a GS-08 position you must have served 52 weeks at the GS-07. 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. Please see Required Documents section for more information on SF-50 requirements. 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:
GS-07 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:
Providing administrative support to an office; Utilizing computer applications, such as Microsoft Word, Excel, PowerPoint, SharePoint, and VA software; Preparing correspondence; Managing meeting minutes; Providing customer service; Managing tasks to meet timelines (This experience must be well documented in your resume or application package.). GS-08 Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; Independently planning and/or organizing activities of an office; Serving as liaison between offices and/or sections; Advising staff on the VA travel system and related travel regulations; Advising staff on the VA timekeeping system; Assists staff with communication with outside affiliate organizations. (This experience must be well documented in your resume or application package.). All qualifying experience you possess must be clearly described in your application package. We will not make assumptions when reviewing applications. Please see the Required Documents section below for resume requirements. You will be rated on the following Competencies for this position:
Administration and ManagementAnalytical ReasoningComputer SkillsCustomer ServiceIntegrity/HonestyOral CommunicationReading 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 primarily sedentary. Typically the employee may sit comfortably to perform the work. However, the work may require some walking, standing, bending, and carrying of light items such as books, papers, and files. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Screens calls and visitors to the office, referring to staff members as appropriate and forwarding to the ADPCS only those calls or visitors requiring their attention. Takes messages for supervisors in their absence or directs callers concerned with urgent matters to the most appropriate staff member of the organization. Initiates calls or contacts as directed by supervisor to obtain or furnish information or is personally known to be necessary from knowledge of procedures or past actions. Questions callers to the extent necessary to clarify the caller's inquiry or identify. Coordinates, synchronizes, and integrates the analyses on requirements, meetings, tasks to determine who should attend meetings and office calls. Exercises knowledge of administrative and clinical services and its procedures and has a general knowledge of substantive programs of the office. Personally handles many requests for information and assists in resolving a variety of complaints made by staff, patients and their families. Acts as a liaison to staff within the medical center and provides accurate advice on procedures, reports, requirements, policies and instructions. Serves as back up to other Executive Office secretaries as needed. Maintains ADPCS's activities calendar; schedules appointments and conferences, providing briefs on matters to be considered prior to scheduled meetings; makes travel arrangements as needed. Assists ADPCS with tracking travel approvals and the travel budget. Schedule and coordinate video and teleconferences with facilities across the health care system. Coordinates, composes and reviews correspondence as delegated, determining proper action, and at times prepares answers before referring to the ADPCS. Prepares correspondence for the signature of top management staff which may include gathering and coordination of information needed for the response or report. Receives request from ADPCS to obtain material for use in writing correspondence, reviewing actions, programming and planning, preparing for conferences and other purposes. Monitors follow-up needed for a wide variety of committees for the front office. Prepares minutes of designated meetings. Uses word processing software and printing equipment to create, copy, edit (e.g., makes insertions or deletions or moves material from one place to another), stores, retrieves, and prints a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists. Performs office automation duties using software applications such as VistA, Outlook, Word, Publisher, Excel, PowerPoint and various other software applications. Tracks key managers leave through the use of a virtual calendar. Coordinates and refers issues to appropriate Acting ADPCS in the ADPCS's absence. Establishes and maintains subject matter and other files necessary for conduct of work in superior's office including ADPCS's personal and confidential files. Serves as the Automatic Data Processing Applications Coordinator (ADPAC) for the ADPCS Office PLEASE SEE BELOW FOR QUALIFICATION REQUIREMENTS. 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. Work Schedule:
Monday - Friday, 7:
30 a.m. - 4:
00 p.m. Telework:
AdHoc Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (OA)/PD702960 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/09/2020. 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-07 position you must have served 52 weeks at the GS-06. For a GS-08 position you must have served 52 weeks at the GS-07. 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. Please see Required Documents section for more information on SF-50 requirements. 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:
GS-07 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:
Providing administrative support to an office; Utilizing computer applications, such as Microsoft Word, Excel, PowerPoint, SharePoint, and VA software; Preparing correspondence; Managing meeting minutes; Providing customer service; Managing tasks to meet timelines (This experience must be well documented in your resume or application package.). GS-08 Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; Independently planning and/or organizing activities of an office; Serving as liaison between offices and/or sections; Advising staff on the VA travel system and related travel regulations; Advising staff on the VA timekeeping system; Assists staff with communication with outside affiliate organizations. (This experience must be well documented in your resume or application package.). All qualifying experience you possess must be clearly described in your application package. We will not make assumptions when reviewing applications. Please see the Required Documents section below for resume requirements. You will be rated on the following Competencies for this position:
Administration and ManagementAnalytical ReasoningComputer SkillsCustomer ServiceIntegrity/HonestyOral CommunicationReading 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 primarily sedentary. Typically the employee may sit comfortably to perform the work. However, the work may require some walking, standing, bending, and carrying of light items such as books, papers, and files. 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/.
- Department:
0318 Secretary - Salary Range:
$43,392 to $62,473 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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