Location: Fayetteville,NC, USA
Summary This position is located in the Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Fayetteville VA Coastal Health Care System (Fayetteville, NC), and provides administrative and secretarial services for the Executive Office. Responsibilities Receives telephone calls and greets visitors, ascertaining name, affiliation, and purpose of call/visit. Acts as a liaison to managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the appropriate policies, directives, and instructions for the Medical Center. Maintains a master log containing names and background information of recurrent civilian dignitaries, Federal, state, and county community leaders, and local affiliated organizations' correspondents in the surrounding communities. Prepares guest list, invitations, and related data for official functions at the Medical Center. Receives, processes, and establishes controls on correspondence transmitted through the Executive Office for review, approval, and signature. Prepares special reports, data, and official correspondence with a wide variety of computer software. Establishes and implements Executive Office secretarial policies and procedures. Conducts procedural training sessions for clerical and administrative personnel. Conducts regular meetings with subordinate functional secretaries to advise of administrative changes. Assumes full responsibility for clerical functioning of all committees/boards of which the Executive Team chairs. Records, transcribes, edits, and prepares the minutes of various meetings for distribution. Initiates personnel actions such as Board Actions, recruitment, appointments, promotions, special advancements, transfers, and separations. Maintains competency folders and training files, ensuring timely completion of required performance management tasks for subordinate staff. Maintains appointments, calendars, and schedules. Makes arrangements for travel including transportation and hotel accommodations. Maintains timecards for staff members of the Executive Office. Provides general office supply and equipment support services. Functions as the Automated Data Processing Application Coordinator (ADPAC) for the service which includes troubleshooting computers, telephones, copy machines, and fax machines, submitting work orders for problems that cannot be resolved. Grants, reviews, and revokes access, as appropriate. Sponsors employees for identification cards. Performs other related duties as assigned. Work Schedule: Monday through Friday from 8:00 AM to 4:30 PM (EST) Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is NOT a virtual position. Position Description/PD#: Secretary (OA)/PD077720 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, 12/09/2024. 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-8 position you must have served at least 52 weeks at the GS-7. 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. NOTE: 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. Specialized Experience Requirement: To qualify for this position at the GS-08 grade level, applicants must have a minimum of one year of specialized experience equivalent to the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience include, but are not limited to: Completing administrative work for executive management in a health care setting. Prioritizing, coordinating support, and completing tasks within established timeframes. Utilizing office automation equipment such as computers, telephones, conference equipment, copiers, and fax machines. Following complex administrative procedures. Developing and implementing office procedures, policies, and practices. Preparing reports, correspondence, memoranda, and other forms of written communication. Interfacing with outside organizations. Referring visitors and callers to appropriate staff. Instructing others on procedural requirements of a job. Serving as a liaison to convey 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. Typing Speed Requirement: Applicants must show possession of a minimum 40 words per minute (WPM) typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certifications by the Office of Personnel Management, or by self-certifying their proficiency. Physical Requirements: Duties are typically sedentary in nature, however there may be some walking, standing, bending, and carrying of light items like papers or books. The work environment involves everyday risks or discomforts, requires normal safety precautions, and is adequately lighted, heated, and ventilated. You will be rated on the following Competencies for this position: Clerical Computer Skills Conflict Management Manages Resources Personnel and Human Resources Reading Comprehension Veteran and Customer Focus 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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. 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.