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Secretary (OA) AD

Company: Department of Veterans Affairs
Location: Harlingen
Posted on: June 3, 2021

Job Description:

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Duties

Summary

The Secretary reports to and provides clerical and administrative support to the Associate Director.

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Responsibilities

Reports and Correspondence

* Screens all incoming correspondence and reports. Obtains background information on incoming correspondence, assembles and summarizes information * Coordinates and assures timely completion of all reports, correspondence and personnel actions. * Responsible for review and final preparation of all outgoing correspondence, reports, etc. Documents prepared in other areas are reviewed to ensure correct grammar, spelling, punctuation, format and style. * Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form. * Prepares routine correspondence in connection with administrative activities, such as delegations of authority, and memos of compliance with directives (authorized tours of duty, timekeeper designations, requests for information, etc.) * Assists in preparation of special projects, researches files, assembles necessary materials, etc.

Communication and Diplomacy

* Serves as patient representative and demonstrates creativity and initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction. * Serves as a resource for other services' secretarial staff regarding appropriate formats for reports, correspondence, etc. * Incumbent must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information from the Associate Director. * Acts as a resource person for staff in administrative matters dealing with correct office procedures, proper formats for various letters and reports, timekeeping regulations, locating specific health care system directives, agency policies and procedures, etc.

Personnel Actions & Timekeeping

* Ensures all Requests for Personnel Action forms concerning the AD & matrixed personnel are promptly prepared & submitted to Human Resources. Ensures prompt distribution of notices for personnel changes, & proper maintenance of employee cards. Coordinates presentation of special awards, service pins, incentive awards, & complimentary letters during staff or special meetings. * Responsible for timekeeping duties for all full-time, part-time employees & fee basis employees under. Handles all assorted tours-' of-duty for each individual and enters changes of tours as they occur. Creates leave analysis as requested for certain individuals. Provides Travel Authority documents, Jury Duty, SF-71 forms, and assorted medical information as required to the Payroll Office for each employee's file. Maintains tour of duty list for Management Staff employees. Provides technical information regarding time and attendance to Management Staff employees.

Calendar and Meeting Coordination

* Maintains a calendar of appointments, meetings, conferences, and deadlines for the Associate Director. Schedules or reschedules appointments and meetings. * Ensures the AD is informed of deadlines, follow-up actions, appointments, etc. * Coordinates meetings, appointments, and assembles support materials and notifying attendees. * Serves as recorder & assists in the coordination of activities of committees, including: preparing agendas & handouts; transcribing, finalizing and distributing meetings minutes; maintaining listing of committee members, phone numbers, & mail routing symbols & fax numbers; preparing follow up memos regarding actions & recommendations; maintaining suspense for agenda items to be presented; maintaining committee files; & notifying members of all schedule changes & due dates.

Training and Travel.

* Responsible for arranging official travel for the Associate Director. Prepares travel requests, arranges travel itineraries, modes of transportation and computes the estimated cost of travel and per diem. * Monitors, coordinates, and documents mandated training for the Associate Director staff * Requests, records, and reports all training received by the Associate Director staff. These duties include: preparing request for funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement; and preparing training reports for inclusion in the employee's Official Personnel File.

Work Schedule: Monday - Friday, 8:00am - 4:30pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA) AD/PD00067O

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

No

Promotion Potential

None

* Job family (Series)

0318 Secretary

Similar jobs

* Office Secretaries * Secretaries, Office

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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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/14/2021.

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. 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 as described below:

* Specialized Experience: 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: providing timely advice, counsel, and recommendations on procedures, and report requirements consistent with the VISN, VHA and VA policies, directives, guidelines and instructions. Appling a thorough knowledge of the organization, policies, procedures, operations, and functions. Independently preparing, developing and finalizing various recurring reports, determining and modifying format, content, and frequency requirements; independently composing and preparing non-technical correspondence, organizing and planning the activities of an office; maintaining suspense systems to ensure items assigned for action are completed and submitted on time; reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility, returning to the originator and advises writer of inadequacies and/or advises the writer of any deviations or inadequacies; forwards final version; meets and works with individuals at different organizational levels and persons of diverse backgrounds; using computer software such as database, spreadsheets, and graphic programs.

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

* Customer Service * Reading * Writing

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: Light lifting and carrying (under 15 pounds), Reaching above the shoulder, use fingers, both hands required, walking and standing (1 hour), repeat bending (1hour), climbing, legs only (1hour), Near vision correctable at 13" to 16" to Jaeger 1 to 4, Far vision correctable in one eye to 20/20 and to 20/40 in the other, both eyes required, hearing (aid permitted).

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, Harlingen , Secretary (OA) AD, Other , Harlingen, Texas

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