Summary The position serves as the Secretary to the Deputy Chief of Staff at the VA Maine Healthcare System. This medical center provides acute inpatient and ambulatory care in medicine, surgery, mental health, primary care, and geriatrics and extended care. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES: Maintains the Deputy Chief of Staff's daily calendar making appointments and arranging conferences and meetings without prior approval based on knowledge of schedule. Reminds supervisor(s) of appointments and briefs them on matters to be considered before scheduled meetings. Responsible for coordinating all travel arrangements for the Deputy Chief of Staff and other employees as necessary, including financial planning, reservations and itinerary. Takes and transcribes minutes of the Medical Dental Staff Meeting, Peer Review 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. Processes incoming correspondence which includes: official VA mail; electronic mail via computers in MS Outlook, VISTA; hospitals and federal agencies; security documents from OPM; White House referrals; and Congressional correspondence which involves specific regulations to be followed in assigning action to Services for timely replies to Congress or Veterans. Coordinates correspondence for the Deputy Chief of Staff and other management staff including the Associate Chief of Staff for Research and Education, Social Work Executive, Chief of Chaplain Service and Compensation and Pension. Screens publications, directives and periodicals and brings those of significance to the attention of the Deputy Chief of Staff and others as appropriate. Screens calls and visitors to the Executive Office Suite, and in particular for the Deputy Chief of Staff and other Chief of Staff Programs including the Associate Chief of Staff for Research and Education, Social Work Executive, Chief of Chaplain Service and Compensation and Pension, 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. Assists in preparing the annual fiscal year budget requests with the appropriate justifications for each. Responsible for the Part-time Physician Time and Attendance Audit Program. Conducts the annual inventory of equipment assigned under the COS CMR and ensures accuracy of records. Performs other duties as assigned. Work Schedule: Monday-Friday 7:30 am. - 4:00 pm Compressed/Flexible: Not Authorized 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) - Deputy Chief of Staff/PD402-03045-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Notifications: This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. 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. 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 AFGE Bargaining Unit position. This position is covered by locality-based comparability pay. Time-in-Grade Restriction: 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. The grade may have been in any occupation but must have been held in the Federal service. Incomplete applications will not be considered. 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, 09/30/2024. 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-6 position you must have served 52 weeks at the GS-5. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Tracking equipment, keeping an official inventory of supplies, providing reports to leadership, responding to inquiries regarding procurement and purchasing, entering and tracking purchases and contracts, maintaining time and attendance records, planning and coordinating office support services, utilizing Microsoft Office products. (NOTE: The specialized experience must be well-documented on your resume.) You will be rated on the following Competencies for this position: Attention to Detail Customer Service (Clerical/Technical) Interpersonal Skills Manages and Organizes Information Organizational Awareness 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: The work is sedentary. The work includes walking, bending, stooping, and some lifting, usually not more than ten pounds. No specific physical qualifications are required. 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 announcement's closed date has been extended from 9/16/24 to 9/30/24. * 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. 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.