Secretary (OA)

Company: Department of Veterans Affairs
Location: Albuquerque
Posted on: June 12, 2021

Job Description:

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Summary

The Raymond G Murphy Department of Veterans Affairs Medical Center is currently recruiting for one (1) Secretary (OA) to work in the Associate Director for Patient Care Services Albuquerque, NM. The incumbent provides clerical and administrative support to the Associate Director, Patient Care Services (ADPCS).

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Responsibilities

Duties include but are not limited to:

• Serve as office manager for the Associate Director, Patient Care Services' (ADPCS) office.
• Serve as liaison between the Associate Director, Patient Care Services(ADPCS) and the Associate Director, Patient Care Services' (ADPCS) staff throughout the medical center by providing accurate and timely advice on procedures, report requirements, and other matters necessary to implement the Associate Director, Patient Care Services' (ADPCS) policies, directives, and instructions. Informs the Associate Director, Patient Care Services' (ADPCS) staff on his/her views on current issues and programs, and schedules briefings by members of the staff for the Associate Director, Patient Care Services (ADPCS).
• Assist the Associate Director, Patient Care Services (ADPCS) in his/her responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules with staff at the medical center, meting location arrangements, preparing agenda, minutes and distributing necessary information needed for meetings.
• Maintain the Associate Director, Patient Care Services' (ADPCS) activity schedule, establishing priorities, sets-up, reschedules or refuses appointments, accepts or declines invitations to meetings, arranges representation by a subordinate official when that is desirable.
• Make commitments to attend meetings without prior approval based on personal knowledge of the supervisor's workload and current issues of importance. Reminds supervisor of pending appointments, meetings, and other commitments.
• Advise individuals concerned when appointments must be rescheduled and arranges mutually convenient times for new appointments.
• Receive visitors and telephone calls to the Associate Director, Patient Care Services (ADPCS), determines nature of call or visit.
• Serve as surrogate for the Associate Director, Patient Care Services (ADPCS) for electronic mail communication.
• Maintain the Associate Director, Patient Care Services' (ADPCS) calendar and schedules and makes commitments to attend meetings without prior approval based on personal knowledge of the supervisor's workload and current issues of importance.
• Prepare and dispatches agenda preceding meeting date and subsequently makes timely distribution of approved minutes to all attendees and other concerned offices.
• Assist in implementing supervisor's intentions by contacting subordinate offices with requests for information and/or relaying instructions or suggestions.
• Serve as back-up in the absence of the Director, Assistant Director, and Associate Director's Secretaries, which includes maintaining calendar, correspondence and electronic mail communications, scheduling meetings, making travel arrangements, preparing vouchers, typing duties, screening incoming telephone calls and visitors.
• Adhere to guidelines, protocol, and procedures as established by the station/agency policies.
• Serve as ADPAC for the Director's office.
• Serve as alternate timekeeper for the Director's office as well as for the Associate Director, Patient Care Services (ADPCS) and Clinical Service Chiefs.

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: Mondays to Fridays, 7:30 am to 4:00 pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD50015O

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

8

• Job family (Series)

0318 Secretary

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• 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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/17/2021.

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-07 position you must have served 52 weeks at the GS-06. 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 and/or education as described below:

• Specialized Experience: GS-07: In addition to meeting time in grade, you must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
• Executive Administration
• Written and oral communications
• Running reports
• Providing meeting minutes

• Maintaining electronic calendars and scheduling

• Specialized Experience: GS-08: In addition to meeting time in grade, 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:
• Executive Administration
• Written and oral communications
• Running reports
• Providing meeting minutes
• Maintaining electronic calendars and scheduling

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

• Administration and Management
• Clerical
• Customer Service
• Manages and Organizes 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.

Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do work; however, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, and occasionally assisting handicapped individuals.

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/.

Education

There is no educational substitution at this grade level.

Keywords: Department of Veterans Affairs, Albuquerque , Secretary (OA), Other , Albuquerque, New Mexico