This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/580050600. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
This position is located in Executive Office at the Portland VA Medical Center. This position reports directly to the Health Care System Director, and provides administrative support to all employees of the Executive Office (i.e. Executives, Health Systems Specialists, Administrative Fellows, Equal Employment Opportunity, and Compliance Officer).
09/25/2020 to 09/29/2020
$56,459 - $73,398 per year
GS 9
1 vacancy in the following location:
No
Not required
No
Permanent
Full-Time
Competitive
None
No
No
CBSV-10923730-20-AW
580050600
Federal employees who meet the definition of a "surplus" or "displaced" employee.
Current or former competitive service federal employees.
Current excepted service federal employees.
Certain current or former term or temporary federal employees of a land or base management agency.
Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
Special authorities include: Former overseas employees and foreign service employees. Clarification for these authorities is provided in the questionnaire.
The incumbent provides complex administrative work, planning, and management essential to ensuring smooth operation of Executive Office and VA Portland Health Care System activities.
The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Director s schedule or day-to-day plans. Identifies schedule/time required, and estimates resources required. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for Director and other members of the executive team. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the VA Portland Health Care System Director. Researches and provides background on subject matter of meetings without direction.
As confidential assistant, the incumbent establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. The incumbent independently searches and provides all appropriate reference material and makes travels arrangements for Director and other members of the Executives
needed.
The incumbent acts as a liaison and maintains communications with persons and/or groups within and out of the Executive Office, speaking for the Director on administrative issues. The incumbent welcomes, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. The incumbent serves as a conduit for items that must be discussed with the Director when he/she is off station for extended periods. The incumbent is regularly involved in high level contacts with visitors and callers from such organizations as: congressional offices, state and local officials, high ranking officials in the field or industry, attorneys, presidents of major national firms or organizations, and/or leading representatives of government agencies.
The incumbent processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. The incumbent develops background information and prepares outlines for the Health Care System Director's public speaking
engagements, papers, and correspondence/reports. The incumbent ensures reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results and prepares presentations and other documents as requested.
The incumbent routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. The incumbent distributes forms and instructions for annual performance ratings and ensures timely, proper completion. The incumbent maintains automated system of program-specific data to track Facility, Veterans Integrated Service Networks (VISN), or VA Central Office (VACO) suspense items with critical timelines.
The incumbent expertly uses the hospital computer system, including commercial software, to prepare reports, correspondence, and other presentations. Programs include Microsoft Office Suite, SharePoint, and the computerized patient record system to access pertinent patient information on an as needed basis.
Work Schedule: Monday-Friday 8:00 a.m.- 4:30 p.m.
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD21261-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
There is no educational substitution at this grade level.
Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
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 for information on how to apply under this appointment authority via the Selective Placement Coordinator.
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
This job opportunity announcement may be used to fill additional vacancies.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
If you are unable to apply online view the following link for information regarding an Alternate Application.
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
To apply for this position, you must provide a complete Application Package which includes:
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. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 09/29/2020 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/10923730.
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/580050600. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
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VA Portland Health Care System (VAPORHCS) is a Level 1A major interdisciplinary teaching and quaternary facility with service-lines serving primary care, emergency medicine, medicine, surgery, specialty, psychiatry, physical medicine and rehabilitation, neurology, oncology, dentistry, geriatrics and extended care inpatients and outpatients throughout Oregon and Southwestern Washington. In addition to the two main divisions located in Portland, Oregon and Vancouver, Washington, VAPORHCS operates nine community-based outpatient/outreach clinics (CBOC) and is a consulting and referral center for many patient care specialties not offered at other VHA medical centers within VISN 20.