Secretary (Office Automation) - Executive Secretary

Summary

This position is located at the Central Iowa VA Medical Center (VAMC) in the Executive Office. The primary purpose of the position is to function as the primary secretary to the Medical Center Director (MCD). This position aids other members of the Executive Management Team as needed.

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. ~AND~ In addition to meeting the Typing Experience - to qualify for this position at the GS-8 level - you must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the federal service that has given you the particular knowledge - skills and abilities required to successfully perform the duties of this position - and that is typically in or related to the position to be filled. Specialized experience includes providing administrative support to an organization and performing a variety of clerical and administrative duties; drafting a range of communication/correspondence; scheduling appointments and meetings; coordinating travel and conference schedules; serving as a liaison with management and support staff; and utilizing office automation software such as Microsoft Office (Word - Excel - and PowerPoint and Microsoft Outlook). Applicants must have excellent written and verbal communication skills and must possess excellent organizational skills. At this level - applicants will perform duties independently and exercise sound judgement. 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. 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. 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/.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties may include - but are not limited to the following: Manages calendar for the MCD - including scheduling - prioritizing - rescheduling - declining appointments - and arranging representation when necessary
• Screens calls and visitors to the Executive Office - determining appropriate handling or referral - and ensures follow up is completed
• Maintains daily suspense tracking and ensures timely completion of reports and required submissions
• Coordinates travel arrangements for MCD - including reservations - itineraries - registrations - funding paperwork - and completing Concur travel actions
• Provides administrative and program support for councils - committees - and other assigned agency programs - including data collection - compilation - research - and tracking
• Coordinates with various services and service lines to secure required information and ensure action items are completed
• Briefs the MCD and other leaders in preparation for meetings
• Arranges meeting spaces - initiates meeting requests - and manages meeting logistics and administrative details
• Independently drafts routine and unique correspondence - including memoranda - directives - reports - and time sensitive VISN submissions
• Processes all incoming and outgoing correspondence - ensuring correct grammar - formatting - attachments - and consistency with leadership direction
• Screens incoming written materials and determines which items can be addressed independently
• Performs other related duties as assigned
• Work Schedule: Monday - Friday 7:30am - 4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Telework: This position may be authorized for Ad-hoc telework only
• Telework eligibility will be discussed during the interview process.