Secretary (Office Automation) at Minneapolis

JOB SUMMARY:

Vacancy Identification Number (VIN) 942510

Our Mission: To fulfill President Lincoln’s promise – “To care for him who shall have borne the battle, and for his widow, and his orphan” – by serving and honoring the men and women who are America’s Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

This position is located in the Office of the Chief of Staff, Minneapolis VA Health Care System. You will be an integral member of a team devoted to providing the best possible care to our nations veterans and helping the Minneapolis VA Health Care System and the Veterans Integrated Service Network (VISN) 23 meet its mission.

 

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities. For more information on the Department of Veterans Affairs, go to http://www.vacareers.va.gov

 

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 on the last page of the JOA for information on how to apply under this appointment authority via the Selective Placement Coordinator.

KEY REQUIREMENTS

• You must be a U.S. citizen to apply for this job.
• Subject to a background/suitability investigation.
• Designated and/or random drug testing may be required.
• [time in grade requirement may be added]

DUTIES:Back to top

Responsible for providing administrative support to the Chief of Staff, Minneapolis VA Health Care System. Duties include, but are not limited to, the following:

• Screen calls and visitors to the office
• Personally resolve or assist in resolving a variety of complaints made by patients and their families
• Instruct and assist the various administrative support personnel in the office on procedural matters such as preparing correspondence
• Schedule conferences for senior leadership, establishing mutual times, etc.
• Schedule appointments and make commitments to attend meetings, luncheon, etc. without prior approval
• Manage time schedules for senior leadership
• Provide administrative support to senior leadership
• Coordinate correspondence determining proper action, and at times prepare answers before referring to leadership
• Advise leadership of important office issues arising during their absence and bring significant items in reports, files and correspondence to their attention
• Prepare minutes at designated meetings, and coordinate information and prepare material to be discussed for each member of the committee/council.

 

Work Schedule: Monday-Friday, 8:00am to 4:30pm; or 7:30 am - 4:00 pm; or 7:00am - 3:30 pm

Position Description Title/PD#: Secretary (OA)/#008893

 

Relocation Expenses: Relocation expenses are not authorized for this position.

QUALIFICATIONS REQUIRED:Back to top

Applicants must meet the minimum qualification requirements as stated in the OPM Operating Manual for Qualification Standards for General Schedule positions (Group Coverage Qualifications Standards for Clerical and Administrative Support Positions) available online at http://www.opm.gov/qualifications/Standards/indexes/alph-ndx.asp

 

Time-in-Grade: 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 when applying for a position at the GS-08 grade level. The grade may have been in any occupation but must have been held in the Federal service at the required or higher grade.

 

Typing Requirement: In addition to meeting experience or education requirements, applicants for this position must possess the ability to type 40 words per minute based on a 5 minute sample with three or fewer errors.

 

Specialized Experience: Applicants 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. Specialized experience is defined in the OPM qualification standard as experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA’s) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Examples of specialized experience would typically include, but are not limited to: locating and summarizing information from files and documents in anticipation of supervisors needs; interpreting/explaining office policies; prioritizing assignments in order to meet inflexible deadlines; carrying out assignments of complex nature independently with discretion and judgment; reviewing/proofreading the work of others for grammatical accuracy; dealing with a variety of management officials and visitors; etc.

 

Education, generally, cannot be substituted for experience at the GS-08 grade level.

 

You will be rated on the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) based on your application for this position.

 

KSA 1 – Skill in communicating in a professional environment

KSA 2 – Ability to maintain a calendar of appointments and events

KSA 3 – Ability to organize and plan the work of an office

KSA 4 – Ability to multi-task

KSA 5 – Knowledge of administrative support principles, practices and methods

 

If you are referred for consideration, you may be asked to submit additional job related information, which may include, but is not limited to: responses to the knowledge, skills and abilities; completion of a work sample; and/or contact for an interview.

 

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/application does not support your questionnaire answers, we will not allow credit for your response(s).

PLEASE NOTE:  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 (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html All education claimed by applicants will be verified by the appointing agency accordingly.  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.

 

Physical Requirements: Work is sedentary requiring some walking and standing. Work includes use of computer terminals and occasional carrying of materials which does not exceed twenty-five pounds total weight.

 

Veterans Preference: When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or dates of impending separation.

Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veterans Preference" with required proof as stated on the form.  For more information, please review the information for disabled Veterans in the application checklist or visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

HOW YOU WILL BE EVALUATED:

Your résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Country: USA, State: Minnesota, City: Minneapolis, Company: Veterans Affairs, Veterans Health Administration.