Secretary (Chief of Staff)
Independently performs all secretarial and administrative duties. Anticipates needs, identifies problems and takes actions to preclude the development of emergency situations. Independently maintains and tracks suspense and/or action items for the assigned supervisors office and service level offices reporting to it. Actively participates in the efficient operation of the senior leadership offices. Ensures policies and procedures used by secretarial, clerical support, and other facility personnel, including those in subordinate offices, is consistent with those of senior management offices. Recommends changes in administrative policies where appropriate. Independently prepares meeting agendas. Takes and transcribes meeting minutes as appropriate covering all prominent points, and preparing in final format for review and signature by the appropriate Quadrad Member. Work is submitted in accordance with established requirements for quality, timeliness and format. Independently maintains budgetary control for assigned fund control points by collecting, monitoring and tracking relevant data. Provides requested information running balances, spending patterns, and anticipated expenditures. Ensures that adequate control systems are set up to monitor accounts during the fiscal year and makes adjustments as indicated. Reviews all travel related documents, being routed up through the Directors Office and chain of command, for accuracy and completeness prior to approval. Receives and screens all telephonic and personal contacts. Working directly with the assigned supervisor has complete authority to commit his/her time or reschedule appointments. Handles the majority of calls and visitors personally without referral to the supervisor, following established policies and procedures or finding ways to solve unusual problems affecting veterans and their beneficiaries, based on a knowledge of the Medical Center's policies and priorities. Ensures telephone calls and visitors are referred to the appropriate staff offices and the chain of command is followed. Must be tactful, diplomatic, courteous and helpful to all persons approaching or calling the office for assistance. The incumbent exercises exclusive control over the supervisor's calendar with full authority for time commitment. Independently discerns when one meeting must be preempted by another and takes action to alter the schedule. Independently makes necessary arrangements for appointments, meetings, conference calls, and video conferences, which generally include station personnel but may include Congressional staff, VISN and Central Office staff, as well as community organizations. This may involve planning tours, arranging luncheon refreshments, preparing agenda, notifying participants having reference materials ready and ensuring necessary equipment is available for use. Incumbent is responsible for initiating and ensuring completion of travel arrangements. Independently makes hotel and transportation arrangements/reservations, as well as initiating official documents in preparation and upon completion of travel. Ensures a tracking mechanism is in place to monitor reimbursement of expenses. Receives and screens incoming and outgoing mail. Incumbent establishes controls, assembles background information as needed, and distributes, with instructions, as circumstances dictate. Reviews all documents being routed up the Chain of Command for general conformance with policy, clarity, completeness, grammar, factual correctness, typographical accuracy and necessary attachments, calling any deviations to the attention of the writer. Independently organizes and maintains hard copy and electronic files for the office as warranted. Develops and competently maintains a system to monitor suspense documentation and/or reporting requests and facilitate in a timely manner in accordance with established timelines. DUE TO TEXT LIMITATIONS, A FULL COPY OF THE POSITION DESCRIPTION MAY BE OBTAINED BY CONTACTING THE HR SPECIALIST LISTED AS THE POINT OF CONTACT AT THE END OF THIS JOB ANNOUNCEMENT. Work Schedule:
Monday through Friday 8:
00 AM - 4:
30 PM Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (Chief of Staff)/PD608-00214-A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/01/2020. 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. 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:
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:
preparing agendas, maintaining calendars, ordering supplies, composing letters and memos, and screening calls and visitors. You will be rated on the following Competencies for this position:
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 mostly sedentary; however, walking and stair climbing, bending, stooping and carrying light weight documents, folders and manuals are required. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday through Friday 8:
00 AM - 4:
30 PM Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Secretary (Chief of Staff)/PD608-00214-A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/01/2020. 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. 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:
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:
preparing agendas, maintaining calendars, ordering supplies, composing letters and memos, and screening calls and visitors. You will be rated on the following Competencies for this position:
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 mostly sedentary; however, walking and stair climbing, bending, stooping and carrying light weight documents, folders and manuals are required. 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/.
- Department:
0318 Secretary - Salary Range:
$53,335 to $69,336 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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