Secretary - West Palm Beach, United States - Department of Veterans Affairs

Description

Summary

Serves as the Secretary to the Chief of Staff (COS) and provides secretarial and related clerical administrative services to the Health Systems Specialist (HSS).

The work consists of duties utilizing administrative and technical skills, and positive communication skills with internal and external customers.

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Overview

• Accepting applications
• Open & closing dates

04/22/2024 to 05/07/2024

• Salary

$57,824 - $75,170 per year

• Pay scale & grade

GS 8

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Location

1 vacancy in the following location:

• West Palm Beach, FL 1 vacancy
• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -* Work schedule

Full-time -* Service

Competitive

• Promotion potential

None

• Job family (Series)

0318 Secretary

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTC JM

• Control number

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This job is open to

• Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a "surplus" or "displaced" employee.

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

Area of Consideration (AOC): Employees of the West Palm Beach VA Healthcare System (Station 548) including its satellite locations and employees of the Veterans Health Administration (VHA).

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Duties

Major duties include but are not limited to:

• Maintains and manages the Chief Of Staff and the Health Systems Specialist calendars, schedules conferences, makes or refuses appointments, accepts or declines invitations to meetings based on professional judgment and basic understanding of subject matters.
• Arranges for conferences and meetings, including location, schedule, agenda and notification of those in attendance.
• Coordinates travel, makes travel arrangements, prepares travel estimates and maintains records of travel cost of staff members and other budget items.
• Transcribes, prepares and disseminates agenda items and minutes from meetings.
• Receives, screens, and distributes all incoming correspondence.
• Prepares and/or reviews outgoing correspondence for correct punctuation, spelling, grammar and arrangement for transmittal, conformance to policy and factual correctness.
• Generates draft memorandums, letters, reports, presentations and responses to inquiries.
• Responds to incoming general inquiries as they relate to operations of the Chief of Staff's Office.
• Accepts and screens visitors and telephone calls and provides information and assistance, refers to appropriate staff.
• Receives and attempts to resolve complaints from patients and their family members and legal guardians, directing them to other subject-expert staff as necessary, when appropriate.
• Provides administrative assistance in the performance of studies such as manpower analysis, workload studies, or comparable work to meet the needs of the organization.
• Makes individual purchases not to exceed $3000, reconciles purchase card charges and resolves disputes of unknown or incorrect charges.
• Serves as the primary timekeeper for the Chief of Staff's Office and a back up timekeeper for the Director's Suite.

Work Schedule:
Monday-Friday, 8:00AM-4:30PM


Virtual:
This is not a virtual position.


Position Description/PD#:
Secretary/PD010100


Relocation/Recruitment Incentives:
Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized


Financial Disclosure Report:
Not required

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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, 05/07/2024.

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 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.

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-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to:

Secretarial and administrative support in a medical, surgical, or hospital setting; Establishing office procedures and recommending improvements as needed; Independently analyze, prioritize and complete projects; Comprehensive knowledge of policies and views on all significant matters that affect an organization; Composing correspondence and preparing them in final format using a variety of computer software applications (i.e., Excel, Outlook, Access, PowerPoint, SharePoint, etc.); Proofreading and final review of correspondence and reports; Answering and directing phone calls; scheduling appointments; coordinating meetings and/or conferences; Maintaining calendars and schedules for staff; Arranging employee travel; Performing timekeeping duties.

Note:
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words.

You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application.

You will be rated on the following Competencies for this position:

• Clerical
• Customer Service (Clerical/Technical)
• Organizational Awareness
• 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:
The incumbent's work requires some walking, standing, bending, and carrying items, such as books, equipment and papers.

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

Career Transition Assistance Plan (CTAP) provide eligible displaced 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.

Pursuant to VHA Directive , 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.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package.

As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Resume Reminder - Your resume MUST contain dates of employment (i.e., month/year to month/year or to present).

To ensure you receive full credit for relevant experience, please use as much detail as needed including the hours worked per week, position title, and how the experience was gained.

If including Federal service experience, provide pay plan, series and grade (e.g.

GS Your resume must NOT include photographs, inappropriate content, or personal information such as age, gender, religion, social security number.

If your resume does not contain the required information specified, or contains prohibited information as listed above, your application will be determined incomplete, and you will not receive consideration for this position.

(Cover letters are optional.) Please view Resume Tips.

Narrative responses are not required at this time.

If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.

Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy:
The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members:

Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.