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Summary This Secretary (OA) position is in the Chief of Staff service at the Togus VA Medical Center, located at the Togus location. This position is a full-time at 40 hours per week. *This position is not virtual.* Responsibilities The GS-7 Secretary position is a developmental career ladder position. It has a full performance level of a GS-8 Secretary. The incumbent is the Secretary to the Chief of Staff (COS), who is responsible for the medical programs at this Center. Specific duties and responsibilities include: Screens calls and visitors to the Executive Office Suite, and in particular for the Chief of Staff, determining the nature and purpose of the call, and referring calls not requiring the attention of the COS to other staff members or handling the matter personally. Maintains the Chief of Staff's daily calendar making appointments and arranging conferences and meetings without prior approval based on knowledge of his/her schedule. Arranges conferences for the Chief of Staff. Attends and records the minutes of meetings when required, summarizes appropriately, distributes copies to attendees. Responsible for coordinating all travel arrangements for the Chief of Staff, AA to the COS, and other employees as necessary, including financial planning, reservations and itinerary. Maintains the fund control points for Professional Services, which includes: membership fees that allow the facility to participate in community activities, license fees, as well as research and education/training programs and office supplies for the Executive Office. Prepares the annual fiscal year budget requests with the appropriate justifications for each. Takes and transcribes minutes of the Clinical Executive Board (CEB), Peer Review Committee, Disruptive Behavior Committee, and other committees as needed, setting the agenda, coordinating information for members of the committee, and following up on matters as required, such as publication of policy memoranda, notifications, preparation of data, etc. Responsible for the Part-time Physician Time and Attendance Audit Program. Processes incoming correspondence. Coordinates correspondence for the Chief of Staff and other management staff in the Executive Office. Screens publications, directives and periodicals and brings those of significance to the attention of the Chief of Staff and others as appropriate. Meets in person or by telephone with visitors/patients regarding their concerns and either resolves the problem(s) or refers to the appropriate person for resolution. Trains and gives general assistance to new secretaries to service chiefs under the Chief of Staff. Other duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:30am - 4:00pm Compressed/Flexible: May Be Available Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position Position Description/PD#: Secretary (OA- Chief of Staff)/PD402-00388-0 and PD402-00387-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Notification: This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. This position is a AFGE Bargaining Unit position. This position is covered by locality-based comparability pay. The incumbent may be required to travel to other VA campuses and CBOC's. Selectee may be required to work at any VA Maine Healthcare System campus, as needed. May be required to attend conference at other facilities or other VA sites on occasion. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) formerly 38 U.S.C. 4104 (1) and (3) must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. 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, 06/18/2024. 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-07. 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 GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 for the 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: Follow direction and complete a task that is given, basic knowledge of computer use, ability to answer the phone, scheduled an audio/video conference, make copies, ability to send fax, ability to follow direction and procedure/policy, ability to schedule meetings, cancel meetings, accept meetings, send outlook emails, type memos, letters, print reports for meetings for the supervisor/manager, answering door to the suite, transferring calls within departments etc., review correspondence that comes into the office. Print materials, file materials etc. This experience must be supported by your resume to be creditable. Specialized Experience GS-8: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 for the GS-08 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Prioritizing, coordinating support and completing tasks within established timeframes; Use computers, telephones, conference equipment, copiers and fax machines; Following complex administrative procedures; Use of Microsoft Office Suite; Preparation of reports, correspondence, memoranda, and other forms or written communication; Interfacing with outside organizations, referring visitors and callers to appropriate staff; Assemble/prepare information for a variety of meetings, reports, and correspondence at executive level. This experience must be supported by your resume to be creditable. In addition to meeting the required experience, the below must also be met. Proficiency Requirements: In addition to meeting experience requirements, applicants for these positions you must be able to type at least 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You will be rated on the following Competencies for this position:Attention to Detail, Customer Service (Clerical/Technical), Interpersonal Skills, Manages and Organizes Information, and Organizational AwarenessExperience 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. No specific physical qualifications are required. The work includes walking, bending, stooping, and some lifting, usually not more than ten pounds. No specific physical qualifications are required. Work Environment: The work is performed in an office setting. Some-functions of meeting minutes are accomplished in hospital areas. Medical, surgical and psychiatric patients are visitors to the Director's Suite. The incumbent will comply with all hospital and service policies regarding the management of care in order to assure a safe, functional, and effective environment for patients, staff and others in the organization. Incumbent applies all established safe practices, will report unsafe conditions and unsafe practices to supervisors, and will report any occupational injury or illness as promptly as practical. 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. Additional Information THIS OPEN & CONTINUOUS ANNOUNCEMENT (OCA) ESTABLISHES A STANDING REGISTER OF ELIGIBLE APPLICANTS, which closes on 6/18/2024. The initial cut-off date for referral of eligible applications will be 4/17/2024 with subsequent reviews every other week as additional vacancies occur, or on an as-needed basis, until positions are filled. Please see the "What To Expect Next" area of the announcement which provides additional information on the referral process for this type of announcement. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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.