Summary Provide administrative support to the Office of the Associate Director and the assigned Staff Assistant to the AD, at the Central Texas Veterans Health Care System (CTVHCS), Waco, TX. The position serves as principal clerical and administrative support position to the Associate Director and carries out and coordinates all clerical and day-to-day administrative support activities which are typically required to accomplish the work and objectives of the office. Responsibilities Establishes and maintains logs showing the status of actions and correspondence. Ensures that files include all required documents, and all documents are properly signed. Responds to routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance and similar information readily available from files. This may involve determining whether or not to release the information and the requester's authority to receive the information. Performs a variety of administrative support duties, such as making extensive travel arrangements; making complete arrangements for large conferences; composing complex and technical correspondence, locating, and assembling information for various reports, briefings, and conferences; following up with staff members to ensure various commitments made at conferences and meetings are met; assembling and coordinating narrative and tabular material, etc. A qualified typist is required. Schedules appointments and makes arrangements for time, participants, and location of meetings in accordance with instructions. Makes necessary arrangements for broadcasting through CCTV or V-tel, travel, schedules of visits, reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports. Receives visitors and telephone calls to the Office, determines the nature of requests and directs callers to appropriate staff. Screens callers as appropriate. Provides the information desired when routine or procedural matters are involved. Requests, records, and reports all training received by the Associate Director. These duties include: preparing request for funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement; and preparing training reports for inclusion in the employee's Official Personnel File. Performs other duties as assigned. Work Schedule: M-F 8:00am-4:30pm, occasional weekend as needed Position Description/PD#: Secretary (OA)/PD00709O Financial Disclosure Report: Not required 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, 01/29/2024. 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. 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. In addition to meeting the Time-In-Grade requirement above, you may qualify based on your experience as described below: Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade 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: Performs a variety of administrative support duties, such as making extensive travel arrangements; making complete arrangements for large conferences; composing complex and technical correspondence, locating and assembling information for various reports, briefings, and conferences; following up with staff members to ensure various commitments made at conferences and meetings are met; assembling and coordinating narrative and tabular material, etc.; Use TMS, Word, Excel, PowerPoint, calculators, V-tel, overhead projectors, laptops, and fax machines; Operate personal computers to access VA software applications; Utilize various types of software (Excel, Outlook, Access, PowerPoint, etc.); Perform ADPAC duties and submits Work Orders; Receives incoming correspondence, screening material prior to distribution for suspense dates, establishing controls; Distribute and control mail; Recognize or uses correct English grammar, punctuation, and spelling; communicates information; Supports teamwork, communication, and the mission; Resolves consumer problems expeditiously to ensure a high level of customer satisfaction; Serves as patient representative and demonstrates creativity and initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction; Answer and refer phone calls and visitors; Makes necessary arrangements for broadcasting through CCTV or V-tel, travel, schedules of visits, and reservations. You will be rated on the following Competencies for this position: Administration and Management Applies Technology to Tasks Customer Service Flexibility Writing 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 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. 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. 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/. 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.