Secretary (OA)

Company: Veterans Affairs, Veterans Health Administration
Location: Long Beach
Posted on: May 6, 2022

Job Description:

Summary The Long Beach VA Health Care System is currently recruiting three (3) Secretary positions in the Executive Leadership Team (ELT) in Long Beach, CA. The incumbent provides administrative coordination and support for the Offices of the Director, Deputy Director and Associate Director. Responsibilities Duties include but are not limited to: Coordinate scheduling for the Offices of the Director, Deputy Director and Associate Director including set up of meetings, event coordination, calendar management, correspondence and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders. Manage meeting logistics and coordination to include setting up meeting makers, confirmation of attendees, booking of meeting locations, set up of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes. Serve as Travel Coordinator to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for the Executive Leadership Team as needed. Manage equipment and supplies for the Executive Leadership Team (ELT), which includes ordering, procuring, inventory management, and maintenance. Serve as Purchase Card Holder for the Executive Leadership Team including Offices of the Director, Deputy, Chief of Staff and Associate Director for Patient Care Services. Support personnel/Human Resource functions for the Executive Leadership Team including management of staffs personnel folders, submission of Human Resource tickers/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission, support of any award coordination and submission, assistance in recruitment efforts, Human Resource Requests, Position Description management, and other staffing functions. Serve as the public face for the Executive Leadership Team greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors. Manage the the Executive Leadership Team telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries. Update telephone contact lists for all services reporting to the Executive Leadership Team. Manage Action Items for the Executive Leadership Team including conducting initial review for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission. Work Schedule: Full-time; Monday - Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD05096A Financial Disclosure Report: Not required 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, 05/16/2022. 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-09 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: 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, training staff, policies, 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 ManagementClericalCustomer Service (Clerical/Technical)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 requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. Pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential. 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. 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. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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/. This job opportunity announcement may be used to fill additional vacancies. To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Long Beach , Secretary (OA), Other , Long Beach, California