Secretary (Office Automation) - Executive Secretary

Summary

The person in this position serves as the Executive Secretary to the Chief of Staff (COS) and provides comprehensive administrative and organizational support to the COS and direct reports. The position ensures the effective functioning of administrative and clerical processes within the Office of the Chief of Staff.

Qualifications

Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements - you must be able to type at least 40 words per minute. In addition to the typing proficiency - all applicants must meet: To qualify for this position at the GS-7 level - you must have at least one (1) full year of specialized experience equivalent to the next lower grade level (GS-6) in Federal Service - that has equipped you with the particular knowledge - skills - and abilities to perform successfully the duties and that is typically in or related to the work of this position? Specialized experience includes managing office operations - executive calendars - and staff schedules; directing and training administrative support staff; overseeing correspondence - records - and office procedures; supporting HR and timekeeping functions; maintaining office technology; coordinating information flow and stakeholder communication; participating in process improvement and organizational initiatives; managing inquiry/complaint systems; and consulting on data analysis for leadership. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position. Your resume must include job title - duties performed in detail - start and ending dates (month and year) 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/. The assessment includes a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** This position involves a multi-grade career ladder
• The major duties listed below represent the full performance level of GS-8. At the GS-7 grade level - you will perform assignments of a more limited scope and with less independence
• You will progressively acquire the background necessary to perform at the full performance level of GS-8. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance - availability of higher-level work - and availability of funds
• Major duties include - but are not limited to
• Coordinates daily office operations - monitors workflow - and collaborates with the administrative support team to resolve issues affecting the Chief of Staff Office
• Develops and maintains recurring schedules for the office activities and coordinates office coverage during staff meetings - trainings and Executive Office programs
• Manages the day-to-day administrative operations for the Chief of Staff - ensuring efficient flow of correspondence - mail - and electronic communications
• Disseminate information - assign actions to Services and managers - and track progress based on an understanding of priorities - organizational workflows - and program requirements
• Advises clerical and administrative staff on administrative matters - including correspondence standards - records management - and office procedures
• Provides direct support to the Executive Assistant to the Chief of Staff - managing the calendar - arranging meetings - and performing other clerical or administrative tasks
• Performs recruitment-related duties for positions under the Chief of Staff - including coordination with Human Resources - management of LEAF requests - and support for Physician Pay for Performance - Market Pay actions - and HR Smart updates
• Plans - organizes - and executes executive-level events such as ceremonies - observances - celebrations - Executive Leadership Conferences - and other special programs
• Maintains operational data and databases related to Executive Office functions - including records for strategic engagements - town halls - community outpatient clinic visits - stakeholder inquiries - all-employee survey results - improvement initiatives - and communication plans
• Advises senior leaders - service chiefs - and program managers on effective methods and procedures for collecting and analyzing management data using appropriate data sources and information management tools
• Composes responses to routine correspondence and assists with preparing more complex written communications for leadership review
• Performs other duties as assigned
• Work Schedule: Monday - Friday
• 8:00 am until 4:30 pm
• Recruitment & Relocation Incentives: Not authorized Telework: This position may be authorized for telework
• Telework eligibility will be discussed during the interview process.