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Veterans Affairs, Veterans Health Administration Secretary (OA) in Spokane, Washington

Summary The position provides administrative and clerical support to the Chief of Staff (COS) at the Mann-Grandstaff VAMC, Spokane, WA. The position is assigned to the office of the Medical Center Director and is supervised by the Chief of Staff. Responsibilities The incumbent provides executive level administrative and secretarial services to the supervisor and provides direction to subordinate clerical and administrative staff. Duties include, but are not limited to: Acts as COS confidential secretary and must have knowledge of the COS basic policies, viewpoints, and attitudes. Serves as the initial point of contact for the Chief of Staff. Screens calls and visitors to the COS' office; handling, referring on, or forwarding to the COS as appropriate. Schedules appointments and makes commitments for the Chief of Staff to attend meetings, conferences, etc., without prior approval. Establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable. Reschedules appointments as necessary when conflicts arise. Researches, assembles, and summarizes information as required from files and documents as requested by the Chief of Staff or in anticipation of his/her needs. Prepares reports as assigned. Takes and transcribes minutes from various assigned committees. Coordinates information and agenda and prepares material to be discussed by the participants. Reviews incoming correspondence for the Chief of Staff determining proper action, and prepares answers for COS signatures, where warranted. Composes correspondence on own initiative, based on a knowledge of superiors views and desires. Prepares and signs routine correspondence for various programs. Responds to clinical service employees queries of non-technical policies and procedures promulgated by the COS. Instructs and assists the various secretaries in the clinical services on procedural matters, such as correct correspondence procedures. Responsible for tracking Chief of Staff policies to include meeting required review deadlines. Maintains Chief of Staff files and documents as a confidential executive secretary. Responsible for ensuring information is kept current and clinical secretaries are provided continuing education to use and provide updates for these files. Assist in the coordination of clinical staff in the requesting and processing of Continuing Medical Education (CME). Arranges for site visits by visiting personnel to include preparing agendas and setting up luncheons. Prepares travel/training requests, schedules hotel reservations, and prepares travel itinerary for the Chief of Staff. Coordinates timely completion of yearly performance appraisals and semiannual reviews. Provides secretarial coverage for the secretaries of Director and Associate Director in their absence. Perform other administrative duties as assigned. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM Telework: Not Available. Virtual: This is NOT a virtual position. Position Description/PD#: Secretary (OA)/PD703210 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/08/2021. 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 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. 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. Preferred Experience: Prior experience as an Executive Secretary, preferred but not required. Excellent customer skills and proficient in Microsoft products. You may qualify based on your experience and/or education as described below: GS-8 Specialized Experience: To qualify for the GS-8, you must have at least one year of specialized experience (equivalent to at least the GS-7 level or higher pay band in the Federal service) that includes performing the following duties: Receiving visitors and telephone calls to the office; carries out and coordinates all clerical and day-to-day administrative support activities, to include timekeeping; provides clerical and administrative assistance to the organization; scheduling appointments; coordinating meetings and conferences, preparing correspondence, reports, memoranda using multiple automated programs and/or software and maintaining files. OR; Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate level education may be credited in those few instances where the graduate level education is directly related to the work of the position. Typing Requirement: In addition to meeting experience requirements, the following is required: Typing Proficiency: 40 words per minute typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. You will be rated on the following Competencies for this position: ClericalCustomer Service (Clerical/Technical)Interpersonal SkillsListeningOral CommunicationWriting 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. There may be some walking, standing , bending and carrying of light objects weighing less than 15 pounds such as paper and books. Work requires the use of a keyboard, computer and video display screen for up to six hours intermittent per day. Work Environment: The work is performed in an office environment which is adequately lighted and climate controlled. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. NOTE: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.