Summary The Secretary provides administrative assistance to the Associate Medical Center Director. This position is located in the Office of the Director, Miami VA Healthcare System (Miami VAHS) in Miami, FL. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Major duties and responsibilities include: Develops, establishes, updates, and maintains administrative Standard Operating Procedures and Medical Center Policies records/files of various @types to ensure effective and efficient operations. Prepares agendas and conducts periodic secretarial training sessions for all secretaries to department heads. Prepares and conducts training for the administrative staff on subjects such as preparing and formatting correspondence, telephone procedures, directives, reports, public relations responsibilities, etc. Establishes and maintains a computerized tracking system on SharePoint for all congressional correspondence and ensures Service Chiefs are aware of and follow-up regarding due dates. Reviews all written correspondence for accurate spelling, grammar, punctuation, and correctness of response (response fully answers all questions of the writer). Serves as a congressional liaison for the Director's Office to Congressional Offices regarding patient inquiries. Provides position management advice and recommendations to managers including providing advice on the distribution of workload among positions and organizations, and the skills mix or categories of employees needed to do the work. Assists the Executives and Executive staff by conducting studies to improve operations and maximize resources utilization. Analyzes management functions, techniques, processes, and styles for improving organizational effectiveness. Prepares reports of conclusions and recommendations based on analysis and evaluation to ensure efficiency and effectiveness in the execution of programs and plans. Participates in preparing detailed plans, budgets, and/or schedules. Responds to written complaints via phone and written correspondence to Veteran, Veteran's representatives, congressional representatives and White House correspondence agents. Prepares a variety of status reports, documents, correspondence, etc. Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs. Coordinates administrative support activities, including agendas, meetings, calendars, and etc. Performs other duties as assigned. Work Schedule: Full time, Monday - Friday, 8:00 am to 4:30 pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications SPECIALIZED EXPERIENCE: One (1) full year of specialized experience equivalent to the next lower grade level (GS-7) in Federal Service, that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of a Secretary GS-8 position, and that is typically in or related to the work of this position. Specialized experience includes: developing and maintaining office procedures, records management systems, and administrative policies; managing controlled correspondence, action items, and executive inquiries using tracking systems; preparing, reviewing, and tracking correspondence, reports, presentations, and other documents for accuracy and completeness; serving as a liaison between leadership, staff, and external stakeholders to coordinate communications and resolve issues; analyzing management functions, techniques, and processes to identify opportunities for improvement; coordinating administrative support activities, including training sessions for support staff, meetings, calendars, maintaining confidential records and etc. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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/. Physical Requirements: The work is primarily sedentary, although some light-medium physical effort may be required. Work is typically performed in an adequately lighted and climate-controlled office. Education There is no educational substitution at this grade level. Additional Information Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. This job opportunity announcement may be used to fill additional vacancies. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. 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/.
