Location: Leavenworth,KS, USA
Summary This position functions as primary support for the Chief of Staff of the Eastern Kansas Health Care System or primary point of contact for the Executive Office for the VA Eastern Kansas Health Care System. It also serves as a back-up support for other members of the Executive Leadership team. Responsibilities VAEKHCS 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. Responds to Questions from Customer Handles inquires from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Chief of Staff at the Leavenworth Campus concerning a variety of matters. Receives schedules, refers and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Formal clearances are required to manage outside contacts and their impact on programs. A significant amount of time is spent in public contact work because the program/mission of the organization is so interlocked with other organizations and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the Chief of Staff's policies, directives, and instructions. Provides advisory and technical assistance to patients, administrative staff and professional staff. Receives and handles concerns ensuring that quality service is rendered in a timely, competent and caring manner including coordination of responses in a timely manner. Provides Administrative Support Provides administrative support to the Chief of Staff and in doing so works with the AA to the Chief of staff. Accepts work assignments from the Administrative Assistants to the Executive Staff. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Handles written correspondence and telephone inquiries, contacting various ancillary services to ascertain status of interpretation and professional staff for consultation regarding final disposition of patient matters. Maintain Appointments, Calendars, & Schedules Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance derical services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. Independently determines staff that should attend meetings, or represent the organization at conferences. Such decisions are based on knowledge of the manager's views on such issues. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings. Office Supplies & Equipment Obtains and monitors the use of services, supplies, or equipment for the Chief of Staff offices. Provides general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services. Ascertains the needs of subordinate offices and coordinates the purchase of equipment and services to meet the organization's needs. Studies the various offices to determine usage's and needs and merges needs into one recommendation for the organization as a whole. Subsequently, acquires the equipment and services using procedures to procure, authorize, control, and justify these purchases. Serves as the ADPAC for staff with direct report to the Executive leaders. This position functions as the back up to the Secretaries in the Executive Office. Performs other related duties as assigned. 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, 7:30am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD02477-0 and PD10306-0 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 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, 12/03/2024. Time-In-Grade Requirement GS-07: 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. 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. Time-In-Grade Requirement GS-08: 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. 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 at GS-07: 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: 1) Handles inquiries and responds to complex questions from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Executive Leadership Team (ELT) concerning a variety of matters and involving a range of services; 2) Maintains ELT calendars. Schedules appointments, conferences, and/or coordinates meetings. Provides general clerical calendar maintenance services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently; and 3) Serves as an ADPAC and timekeeper for the ELT. Assists with the onboarding of new staff to include obtaining keys, computers, phones, etc., and ensures timecards are entered and completed in a timely manner. Specialized Experience at GS-08: 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: 1)Handles inquiries and responds to complex questions from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Executive Leadership Team (ELT) concerning a variety of matters and involving a range of services; 2) Manages, reviews, responds to, routes, and/or assists in preparing a wide variety of internal and external correspondence including Congressional and White House Hotline inquiries; 3) Maintains ELT calendars. Schedules appointments, conferences, and/or coordinates meetings. Provides general clerical calendar maintenance services such as maintaining electronic calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently; 4) Serves as an ADPAC and timekeeper for the ELT. Assists with the onboarding of new staff to include obtaining keys, computers, phones, etc., and ensures timecards are entered and completed in a timely manner. 5) Responsible for obtaining and monitoring the use of services, supplies, or equipment for the Executive Leadership offices. Provides general office supply and equipment support services such as obtaining standard office supplies, services, and/or equipment. You will be rated on the following Competencies for this position: Computer Skills Customer Service (Clerical/Technical) Manages Resources 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: Work is sedentary. 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. 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.