Secretary (Detail / Temporary Promotion - NTE 6 Months) Job at Veterans Affairs,

Summary ****FULL-TIME, DETAIL/TEMPORARY PROMOTION OPPORTUNITY - NTE 6 MONTHS ***SUPERVISORY APPROVAL must be obtained prior to expressing interest in this opportunity. ***HT38 and T38 excepted service employees can be DETAILED but are not able to be temporarily promoted to this competitive service position. Responsibilities We are seeking a friendly, detail-oriented individual with clerical experience to serve as our public affairs secretary NTE six months. This position presents a unique opportunity for someone wishing to grow their career and expand their administrative experience on a dynamic and high-performing team. This position will have a unique opportunity to work closely with the Chief of Public Affairs, executive leadership, and key stakeholders while managing schedule availability, drafting and reviewing correspondence, and coordinating vital meetings such as leadership town halls and congressional meetings. The ideal candidate will possess knowledge and ability using several Microsoft Office platforms like Word, PowerPoint, Teams, and SharePoint while demonstrating attention to detail, organization, and professional decorum. THIS IS A FULL-TIME, TEMPORARY PROMOTION / DETAIL [NOT TO EXCEED 6 MONTHS] HT38 and T38 excepted service employees can be DETAILED but are not able to be temporarily promoted to this competitive service position. Supervisory Approval - Supervisory approval must be obtained prior to expressing interest in this opportunity. See template in the Required Documents Section below The Secretary reports under the organization chart for Deputy Executive Director, of Tennessee Valley Healthcare System (TVHS). This position has various responsibilities, and overall requirements are: computer literacy, organization skills, planning and scheduling skills, time management skills, verbal and written communication skills, quick learning skills, and the ability to apply such skills in a way that increases the effectiveness of the office. The incumbent aids with a variety of problems and inquires received in person, telephonically, or by referral from staff throughout the agency. The secretary serves as the primary point of contact for the section, on behalf of the section supervisor. The core duties of this position include but are not limited to: Acts as office liaison, handling communication with persons, and/or groups within and outside of TVHS. 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. Reviews correspondence for appropriate disposition, gathering information and using knowledge of healthcare system's policies and other regulations when composing replies. Exercises exclusive control over the section supervisor appointments/calendar to set availability and priorities. Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical correctness. Performs administrative work, which includes management of the office schedule and day-to-day plans. 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. Work Schedule: Monday - Friday | 7:30 AM - 4:00 PM Virtual: This is not a virtual position. Telework: 3+ days per pay period Position Description/PD#: Secretary (Detail / Temporary Promotion - NTE 6 Months)/PD70863A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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, 12/26/2024. 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-4 in the normal line of progression for the occupation in the organization. Specialized experience is defined as: Screening calls and visitors to decide to whom the caller/visitor should be referred; Proofreading letters or other documents for spelling or typographical errors; Maintaining supervisor calendar to schedule meetings, conferences, and appointments; Gathering and consolidating data to produce reports and correspondence; Reviewing the content of letters or other documents for completeness, correctness, or consistency; Processing time and attendance records; Maintaining electronic files: utilizing automated systems to maintain records. PREFERRED EXPERIENCE Knowledge and ability in using Microsoft Office, Word, PowerPoint, SharePoint, and Teams Skill in organization and file management NOTE: 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.. 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 above high school in any field for which high school graduation or the equivalent is the normal prerequisite. This education was obtained in an accredited business, secretarial or technical school, junior college, college or university. If you are qualifying on education, transcripts are required. (TRANSCRIPT REQUIRED) OR COMBINATION EXPERIENCE AND EDUCATION: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. Education in excess of the first 60 semester hours (i.e., beyond the second year) is 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. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Administration and Management Clerical Communication Interpersonal 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information This job opportunity announcement may be used to fill additional vacancies. 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.