Secretary
What you'd do
The VA Northeast Ohio Healthcare System is recruiting for a Secretary. The Secretary will function within the Chief of Staff's Office and will oversee a variety of administrative programs, including the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, labor mapping and timesheets.
Major duties
The Secretary duties include, but are not limited to: Providing administrative support for the Chief of Staff, as well as the Executive Leadership Team (ELT) and other service areas that need support. Performing secretarial duties, such as screening calls and visitors, scheduling appointments and meetings, making referrals and communication information appropriately. Answering questions regarding internal processes, scheduling, staffing, payroll, recruitment, directives, policies and procedures and reports. Preparing documents for meetings such as Power Point presentations, graphs, spreadsheets, and meeting agendas. Taking and transcribing meeting minutes and developing standardized documents. Coordinating numerous HR related support actions including daily use of Management Self-Service (MSS) as well as managing the full life cycle of performance appraisals via ePerformance for employees reporting to executive leadership. Serving as record control officer for the Chief of Staff's Office, which may include employee competency folders, service records, and personnel actions. Serves as Timekeeper (VATAS), Training Management System (TMS) Administrator, and ADPAC. Ensuring appropriate leave requests are entered into VATAS for sick, annual and military leave and overtime and compensable time. Monitoring use of services, supplies and equipment for the department and ensuring par levels are sustained. Track suspense actions for programs related to programs changes, congressional inquiries, VISN reports and EEO inquiries. Having knowledge of various types of contracts, techniques or requirements (for example, Federal Acquisition Regulations) for contracting or procurement, and contract negotiation and administration. Using data from multiple sources, develops resource needs business cases and presents them to ELT and others. Develops sound analyses and presents in such a way that could be understood by those knowledgeable with the subject. Diagnosing problems or issues, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solution or course of action. 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, 8:00 am-4:30pm Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD95282-0 and PD95283-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, you must meet the following requirements within 30 calendar days of the closing date listed on the announcement. 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-06 position you must have served 52 weeks at the GS-05. 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. Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. You may qualify based on your experience as described below: GS-6 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: receiving telephone calls and visitors to the office; scheduling and managing a calendar of appointments; preparing correspondence, reports, memoranda, and other forms of written communication; serving as a timekeeper; utilizing various computer applications such as Outlook, Word, Excel, etc.; and maintaining files. GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: providing administrative support such as screening calls and visitors, scheduling, staffing, payroll, recruitment, policies and procedures and reports. Preparing documents for meetings using Microsoft Office Suite, taking and transcribing meeting minutes and developing standardized documents. Monitoring use of services, supplies and equipment for the department and ensuring levels are sustained. Preferred Experience: Served as a timekeeper, with knowledge of VATAS, time and leave rules and regulations. Experience creating memos/letters for variety of needs (congressional responses, clinical appeals, resource requests, Veteran requests, etc), meeting agenda setting and minute taker. Experience with Outlook calendar management, Share-point management, MS teams creation and management, LEAF, 2237 & procurement process, suspense/action items. Experience with VA data sources (VSSC, productivity cubes, HR paid files, workload, supply/demand, clinic utilization); ability to manipulate and provide analysis and recommendations on pathway forward. 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/.
Before you apply
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