Secretary (OA) Job US Department of Veterans Affairs Portlandby admin on September 14, 2020
US Department of Veterans Affairs Recruitment 2020Description :
- Manages the Directors' schedules or day-to-day plans; Identifies schedule/time required, and estimates resources required
- Assists and updates office documents, standard operating procedures and related materials
- Schedules appointments, coordinates meetings, and/or schedules conferences for the Director and/or the Director's staff
- meetings without direction
Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the IESD Director; Researches and provides background on subject matter of meetings without direction
- Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters
- Makes travels arrangements for Division Director and other members of the Directors' staff or visitors as needed
- Acts as a backup timekeeper for IESD
- Acts as a liaison and maintains communications with persons and/or groups within and outside of the Division, speaking for the Director on administrative issues
- Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public
- Serves as a conduit for items that must be discussed with the Executives when they are off station for extended periods
- involved in high level contacts with visitors and callers from such organizations as: congressional offices, state and local officials, high ranking officials in the field or industry, attorneys, presidents of major national firms or organizations, and/or leading representatives of government agencies
- Processes incoming and outgoing materials such as correspondence, reports, memoranda, and
other forms of written communication including edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries
- Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports
- Ensures reports, correspondence and other matters requiring action or response have systems in place to
meet deadlines and have quality results
- Prepares presentations and other documents as requested.
- Collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports
- Distributes forms and instructions for annual performance ratings and ensures timely, proper completion
- Develops and maintains Divisional dashboard documents including trending data over time and comparing to benchmarks both within and outside of the VA
- Maintains automated system of program-specific data to track Facility, VISN, or VACO suspense items with critical timelines
- Uses the hospital computer system, including commercial software, to prepare reports, correspondence, and other presentations
- Proficient use of computer programs to include Microsoft Office Suite, SharePoint, VistA, and the computerized patient record system to access pertinent patient information on an as needed basis
- Job family (Series)
0318 SecretarySimilar jobs
- Office Secretaries
- Secretaries, Office
RequirementsRequirements 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
Time-In-Grade Requirement: Candidates may be advanced without time restrictions to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her last nontemporary competitive appointment. For this position applicants must have held a GS-3 or higher. 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: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Using automated software such as Microsoft Office Suite; tracking data and summarizing reports, preparing and formatting memoranda, letters, meeting notes and other documents; maintaining files and suspense records; coordinating meetings; maintaining calendars/schedules; travel preparation . OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) to be creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.
You will be rated on the following Competencies for this position:
- Administration and Management
- Computer Skills
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 the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books.
No special physical demands are required to perform the work.
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
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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
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.
This job opportunity announcement may be used to fill additional vacancies.
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.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
If you are unable to apply online view the following link for information regarding an Alternate Application.
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.Background checks and security clearance Security clearance
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.
OtherDrug test required
NoPosition sensitivity and risk
Non-sensitive (NS)/Low RiskTrust determination process
Required DocumentsRequired Documents
To apply for this position, you must provide a complete Application Package which includes:
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
- Cover Letter
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- Other (1)
- Other (2)
- Other (3)
- PCS Orders
- Performance Appraisal
- Proof of Marriage Status
- Separation Notice (RIF)
- SF-50/ Notification of Personnel Action
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current or former Federal employee
- An SF-50 showing 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
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
- Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held; or
- Promotions with an effective date more than one year old; or
- SF-50's at the highest grade held with an effective date more than one year old.
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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. Learn 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.
This position is located in the Inpatient and Emergency Service Division (IESD) Administrative Office, VA Portland Healthcare System (VAPORHCS). The incumbent provides complex administrative work, planning, and management essential to
ensuring smooth operation of Division activities
Major Duties include but is not limited to:
Work Schedule: MondayFriday, 8:00 am to 4:30 pm
Telework: Yes, for highly qualified applicants
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD21395-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required Travel Required
Not requiredSupervisory status
Help This job is open to
- Federal employeesCompetitive service
Current or former competitive service federal employees.
- Individuals with disabilities
- Land & base management
Certain current or former term or temporary federal employees of a land or base management agency.
- Military spouses
- Peace Corps & AmeriCorps Vista
- Special authorities
Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
- Career transition (CTAP, ICTAP, RPL)
Federal employees who meet the definition of a "surplus" or "displaced" employee.
- Federal employeesExcepted service
Current excepted service federal employees.
Special authorities include: Former overseas employees and foreign service employees. Clarification for these authorities is provided in the questionnaire.
For further information, please refer official source from US Department of Veterans Affairs Career Center on following link below. If you meet the requirement and are interested in building a future career with US Department of Veterans Affairs, please register yourself at :
Please note that we do not accept any CV submissions. If You want to apply for a job that you have discovered on karomall.com, simply click on the provided job application link and follow the instructions afterwards. You'll be taken to a more detailed page.