Executive Secretary (OA)
The Executive Secretary (OA) provides administrative leadership, consultation and technical assistance to administrative staff, service chiefs, section chiefs, care line managers and their administrative support staff related to office administrative operations and organizes the day-to-day activities of the Deputy Associate Director for Patient Care Services. Acts as office liaison, handling communication with persons, and/or groups within and outside of TVHS. Reviews correspondence for appropriate disposition, gathering information and using knowledge of healthcare system's policies and other regulations when composing replies. Ensures accurate identification, reporting, trending, and education to provide efficient operations and protection of resources. Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical correctness. Coordinates arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited. Monitors suspense items and follows them to a timely completion. Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems, and either prepares the response or follows up to ensure timely response by others. Alerts appropriate staff officials on new, updated an/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response. Screens all visitors and telephone calls from within TVHS, VISN, Central Office, congressional staff, veteran service organizations, local agencies, Veterans and their families, Federal agencies, State agencies, etc. Performs administrative work, which includes management of the office schedule and day-to-day plans. Develops routine plans and schedules using standard references and existing information. Exercises exclusive control over the executives appointments/calendar to set availability and priorities. Instructs and assists secretaries in subordinate administrative and clerical offices on correct correspondence preparation and procedures. Directs the establishment and maintenance of the file and publications system of the Director's office, assuring compliance with governing regulations. Serves as timekeeper for assigned employees. Work Schedule:
Monday-Friday, 7:
30AM-4:
00PM Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Executive Secretary (OA)/PD703280 Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2020. 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-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. Specialized
Experience:
Applicants 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 to qualify for GS-8. Examples of specialized experience would typically include, but are not limited to:
clerical and administrative experience related to secretarial support for a professional setting or large organization and/or in a large medical center setting to top management; independently planning and/or organizing activities of an office or unit; maintain suspense (follow up) systems to ensure items for action are completed; serve as liaison between offices and/or sections; receive all correspondence; prepare travel arrangements; maintain executive schedule/calendar; meeting minutes; perform full range of secretarial and administrative duties. Management of executives' schedules or day-to-day plans, assists and updates office documents, standard operating procedures and related materials, schedules and attends meetings, prepares meeting minutes and follow up actions, speaks for executives on administrative issues, processes and edits incoming and outgoing correspondence, reports and memoranda, reviews documents for grammatical errors, performing timekeeping duties and following procedures for purchasing supplies. You will be rated on the following Competencies for this position:
Interpersonal Skills Oral Communication Technical Competencies 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 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday-Friday, 7:
30AM-4:
00PM Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Executive Secretary (OA)/PD703280 Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2020. 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-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. Specialized
Experience:
Applicants 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 to qualify for GS-8. Examples of specialized experience would typically include, but are not limited to:
clerical and administrative experience related to secretarial support for a professional setting or large organization and/or in a large medical center setting to top management; independently planning and/or organizing activities of an office or unit; maintain suspense (follow up) systems to ensure items for action are completed; serve as liaison between offices and/or sections; receive all correspondence; prepare travel arrangements; maintain executive schedule/calendar; meeting minutes; perform full range of secretarial and administrative duties. Management of executives' schedules or day-to-day plans, assists and updates office documents, standard operating procedures and related materials, schedules and attends meetings, prepares meeting minutes and follow up actions, speaks for executives on administrative issues, processes and edits incoming and outgoing correspondence, reports and memoranda, reviews documents for grammatical errors, performing timekeeping duties and following procedures for purchasing supplies. You will be rated on the following Competencies for this position:
Interpersonal Skills Oral Communication Technical Competencies 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 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/.
- Department:
0318 Secretary - Salary Range:
$47,899 to $62,269 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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