Clarification from the agency

This position is open ONLY to current permanent employees of Alaska VA Health Care System.

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Duties are described at the full performance level which include but are not limited to:

1. Serves as recorder for committees as assigned, taking and transcribing meeting minutes, in accordance with AVAHS policy memorandum and ensures appropriate distribution of agenda, minutes, and handouts are made available to attendees.
2. Exclusive control over the assigned TETRAD member's schedule and other members of the Executive Team as needed, establishing and adjusting priorities, rescheduling appointments as necessary, notifying staff of meetings, etc. Independently uses initiative to resolve issues of an unusual nature.
3. Coordinates with staff involved in meetings and arranges appropriate meeting rooms to include audiovisual equipment, teleconferencing, etc.
4. Serves as a resource person, advising staff at all levels on VA or AVAHS policy, office procedures, correspondence formats, grammar and writing, word processing skills, and other administrative support functions.
5. Developing and implementing various tracking systems for suspense items, signature logs, performance tracking. Receives approximately more than 30 signature items a day for review and processing.
6. Serves on the AVAHS Suspense Group to monitor and maintain incoming actions from VISN 20 Network, VA Central Office, congressional inquiries, patient complaints, etc., are assigned to appropriate staff for completion and monitored for timely response.
7. In the absence of the supervisor ensures information continues to flow, keeping the assigned TETRAD member or Executive Team aware of pertinent issues, meetings to attend and correspondence for review/signature. Maintains a file of information on critical issues to be brought to the attention of the assigned TETRAD member and/or Executive team upon his/her return.
8. Employee Relations / Labor Relations documents and meetings including Step 3 grievances, oral replies, suspension of privileges, etc., and works with Legal Counsel to develop these types of documents.
9. Screens all correspondence prepared for review and /or signature for the assigned TETRAD member and/or Executive Team for clarity, proper format, and spelling/grammatical and procedural correctness and is in accordance with established VA policy.
10. Ensures personnel documents are handled appropriately and are available as needed. Interacts with Human Resource Management Service to ensure SF-52, Personnel Actions, are completed correctly.
11. Responsible for files/records management for assigned TETRAD or Executive Team, as requested. All records are handled in compliance with confidentiality regulations, including the Privacy Act of 1974, FOIA regulations, and other applicable laws and regulations.
12. Serves as a timekeeper or alternate timekeeper as assigned for the Executive Office. Monitors/maintains staff log for Compensatory Time Off for Travel to ensure time off is accurately documented in VISTA in conformance with policy memorandum.
13. Makes all necessary travel arrangements for the assigned TETRAD member and/or the Executive Team, including airline and hotel reservations, requests for funding of training, conference registration, etc.
14. Prepares meeting folder and prints out meeting agenda and handouts for the trip. Prepares travel vouchers upon completion of travel.
15. May manage fund control points assigned to the Executive Office, to include making purchases with Government credit card and record keeping of these purchases.
16. Acts as a liaison and maintains communications with persons and/or groups within and outside of the Executive Office, speaking for the Executive on administrative issues.
17. 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.
18. Processes incoming mail received by the assigned TETRAD member or Executive Team, including information received by electronic transmission, telefax, and hard-copy mail, and ensures information is distributed in an appropriate and timely manner.
19. Serves as emergency operations center administrative support during exercises or real-world situations.
20. All other duties as assigned

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
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 07/09/2020.

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 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. (If you have not held a GS grade at any time in the past 52 weeks, or are a Wage Grade employee, this question does not apply to you.)

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience performing clerical, secretarial or administrative functions in a medical environment; reviewing correspondence for procedural, grammatical and/or typographical accuracy; performing administrative support work such as program or office planning; triaging incoming calls, maintaining filing systems; and organizing, scheduling and handling logistics for conferences, meetings, interviews; experience with taking meeting minutes. OR,
• Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.
  

• Attention to Detail
• Clerical
• Computer Skills
• Customer Service
• Technical Competence

How you will be evaluated

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. Ensure your resume is updated with all the necessary information to make a qualification determination. See below:

Resume- showing relevant experience {Note: Your federal resume must include the following information for each job listed: Job Title; Duties (be as detailed as possible); Month & year start/end dates (e.g. June 2007 to April 2008); Full-time or part-time status (include hours worked per week}
Transcripts - If you are basing your qualifications on education (or a combination of education and experience) you must submit a copy of your transcripts (official or unofficial) or an appropriate course listing with your application.
SF 50s- should be most recent but must include Grade/Step to determine eligibility. Award SF 50s will not be accepted.


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.