Secretary
: Job Details :

Summary The Robert J. Dole VA Medical Center is seeking a highly qualified candidate for a Secretary to the Associate Medical Center Director. Responsibilities The duties of the Secretary consist of but are not limited to the following: Receives incoming telephone calls for Associate Director; takes concise messages; answers questions concerning established policy and uses personal judgment in determining whether supervisor should be interrupted, or caller referred to other key personnel; discerns and assigns priority to urgent calls and notifies appropriate persons for immediate actions. Reminds supervisor of appointments and briefs supervisor on the matters to be considered before the scheduled meeting. On own initiative reschedules appointments when it becomes apparent that supervisor will not be able to meet previous schedules. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Ensures communications requiring a response are directed to the appropriate Service. Coordinates meetings, schedules conferences, coordinates agendas. Transcribes and completes meeting minutes for assigned meetings. Work Schedule: Monday-Friday 08:00AM-4:30PM Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD100310 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Robert J. Dole VA is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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, 12/11/2024. 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-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. Examples of specialized experience would typically include but are not limited to: Prepares a wide variety of written products such as reports, memoranda, electronic mail, minutes, etc., ensuring final product is free of grammatical, syntax, spelling errors, and in compliance with regulations and formatting guidelines. Returns inadequate submissions and advises author of inadequacies for corrections. Use various computer software (i.e., MS Word, Excel, PPT, etc.) to prepare charts, graphs, or tables. Maintains control over the assigned executive leader's calendar, ensuring appointments are scheduled with regard to commitment of time and leader's priorities. Organizes and manages assigned action items and workload to include coordination with appropriate service line and staff. Screens all calls and visitors for the assigned executive leader, answering questions, making referrals, and completing business involving routine matters. Acts as a liaison and maintains communications with persons and/or groups within and outside of the Executive Office, speaking for the Executive on administrative issues Ensuring reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results along with the preparing of presentations and other documents as requested Maintains a suspense log or tracking system for all recurring/nonrecurring reports to assure that replies are submitted within established time frames. You will be rated on the following Competencies for this position: Computer Skills Critical Thinking Decision Making 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; carrying of light items such as papers, books, small parts; driving an automobile, etc. 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 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 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.