Secretary
The incumbent ensures that the different and varied administrative support functions for which he/she is responsible for are handled in a manner to enhance the efficiency of the Executive Suite a whole. This Incumbent will serve as the administrative liaison providing administrative and technical support to the all subordinate Directorate. The incumbent is the principal administrative, clerical, and personal assistant to the Director of a very diverse and inter-disciplined hospital. Duties included but not limited:
The incumbent facilitates the administrative, clerical, and personal commitments and responsibilities of the Director. The incumbent will serves as the principal administrative assistant and advisor for all subordinate Directorates. Maintains the Directors daily calendar. Schedules appointments, audio and video conferences, and meetings. Confirms conference rooms, coordinates attendance, reserves equipment, prepares, and distributes agendas and minutes. Coordinates training and travel for the Director. Prepares training requests and documents attendance. Ensure official documents that require the Director's signature are appropriately mailed from the Director's Officer to VACO, VISN 7 or other outside agencies from the Director's Office. An official copy is filed in the Director's Office and the responsible services/programs are provided copies for their records. Prepares letters, memorandums, messages, agendas, and minutes, either self-composed, from handwritten notes, dictation or recorded media with responsibility for content, format, grammar, punctuation, and spelling. Reviews correspondence prepared by others for the signature of the Director for content, format, grammar, neatness, punctuation and spelling. The incumbent responds to inquiries and administrative problems brought to the Director's office by members of the staff and officials of the agency's central office, State and local governments, other hospitals and organizations, other Federal agencies, and congressional staff. Notifies the appropriate staff officials of the need for information or recommendations, and either prepares the response or follows up to ensure a timely response by others. The incumbent exercises exclusive control over the Director's appointments, with complete authority for commitments of time. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Director Guides staff in the preparation of correspondence and informs them of procedural changes. Work Schedule:
7:
30am - 4:
00pm (Monday - Friday) Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary/PD508-3744-0 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, 08/06/2020. 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-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. 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-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:
management of an executives schedule or day-to-day plans, scheduling appointments, coordinating meetings/conferences, attending meetings, preparing meeting minutes, independently following up on action items with appropriate staff members, proofreading all incoming and outgoing correspondence to ensure grammar and punctuation are accurate; editing letters and reports for accuracy and completeness; independently developing and presenting information, providing accurate advice on procedures, reports; preparing travel arrangements, maintaining confidentiality on all sensitive items. NOTE:
Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Please note:
In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency:
ability to type 40 words per minute. Applicants 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 certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position:
ClericalInterpersonal SkillsManages 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 may be some walking, standing, bending, and carrying of light items like papers 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
The incumbent facilitates the administrative, clerical, and personal commitments and responsibilities of the Director. The incumbent will serves as the principal administrative assistant and advisor for all subordinate Directorates. Maintains the Directors daily calendar. Schedules appointments, audio and video conferences, and meetings. Confirms conference rooms, coordinates attendance, reserves equipment, prepares, and distributes agendas and minutes. Coordinates training and travel for the Director. Prepares training requests and documents attendance. Ensure official documents that require the Director's signature are appropriately mailed from the Director's Officer to VACO, VISN 7 or other outside agencies from the Director's Office. An official copy is filed in the Director's Office and the responsible services/programs are provided copies for their records. Prepares letters, memorandums, messages, agendas, and minutes, either self-composed, from handwritten notes, dictation or recorded media with responsibility for content, format, grammar, punctuation, and spelling. Reviews correspondence prepared by others for the signature of the Director for content, format, grammar, neatness, punctuation and spelling. The incumbent responds to inquiries and administrative problems brought to the Director's office by members of the staff and officials of the agency's central office, State and local governments, other hospitals and organizations, other Federal agencies, and congressional staff. Notifies the appropriate staff officials of the need for information or recommendations, and either prepares the response or follows up to ensure a timely response by others. The incumbent exercises exclusive control over the Director's appointments, with complete authority for commitments of time. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Director Guides staff in the preparation of correspondence and informs them of procedural changes. Work Schedule:
7:
30am - 4:
00pm (Monday - Friday) Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary/PD508-3744-0 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, 08/06/2020. 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-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. 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-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:
management of an executives schedule or day-to-day plans, scheduling appointments, coordinating meetings/conferences, attending meetings, preparing meeting minutes, independently following up on action items with appropriate staff members, proofreading all incoming and outgoing correspondence to ensure grammar and punctuation are accurate; editing letters and reports for accuracy and completeness; independently developing and presenting information, providing accurate advice on procedures, reports; preparing travel arrangements, maintaining confidentiality on all sensitive items. NOTE:
Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Please note:
In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency:
ability to type 40 words per minute. Applicants 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 certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position:
ClericalInterpersonal SkillsManages 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 may be some walking, standing, bending, and carrying of light items like papers 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/.
- Department:
0318 Secretary - Salary Range:
$55,738 to $72,460 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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