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Secretary Full-time Job

4 months ago Banking Portland   162 views
Job Details

OUR MISSION: To fulfill President Lincoln's promise "To care for him who shall have borne the battle, and for his widow, and his orphan" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate care to Veterans?


This position is located in Imaging Services, Office of the Chief, VA Portland Healthcare System (VAPORHCS). The incumbent reports directly to the Administrative Officer and provides primary administrative support to the Service Chief, Assistant Service Chief and Administrative Officer as well as supervisors, leads, committees, and staff to include planning, organization, and support of Imaging Service modalities. The incumbent provides complex administrative work essential to ensuring smooth operation of Imaging Services activities. Incumbent serves as the service's Timekeeper, managing pay and leave processes for a variety of around the clock complex schedules including call to cover 24/7 care. Additionally this position is responsible for the coordination of competency file process and service level orientation to all new employees.

The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Office of the Chiefs staff schedules or day-to-day plans. Identifies schedule/time required, and estimates resources required i.e. manpower/personnel, equipment, budget and file storage. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the Imaging Executives. Plans and coordinates video and/or teleconference scheduling for the team. Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other appropriate reference material. Makes travel arrangements for management and supervisors as needed. Projects organizational requirements for property and office supplies, computes cost and includes with other-in-house budget data. Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and file management and performs support work in each of these areas. Is the Service credit card holder.

Incumbent is responsible for daily timekeeping and management of all time and leave processes including part-time physician electronic subsidiary records and reconciliation, memos of understanding and monthly physical verifications.

Incumbent is responsible for organizing the orientation and on-boarding process for all incoming residents; en-masse at the beginning of the academic year as well as throughout the year with residents from affiliated programs.

Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. Ensures reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday, 8:00am to 4:30pm
Compressed/Flexible: Not available
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#:Secretary/PD#21215-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status


Promotion Potential


Job family (Series)

0318 Secretary



Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2020.

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-06 position you must have served 52 weeks at the GS-05. 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-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: office work and database maintenance; interpreting and applying system policies and procedures applicable to multiple programs; preparing a variety of correspondence following required formats such as letters, reports, memoranda, etc.; timekeeping, skill in applying a comprehensive body of rules, procedures, and operations. Knowledge of the principles of effective communication. Skills of a qualified typist.

You will be rated on the following Competencies for this position:

  • Attention to Detail
  • Clerical
  • Interpersonal Skills
  • Problem Solving
  • Self-Direction

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: Thework is mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required. Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability.

Work Environment: The work area is usually an adequately lighted, heated, and ventilated office. The work environment involves everyday risks or discomforts that require normal safety precautions. There is frequent potential for stress relating to the fast pace of the work environment, the demands of Executives, and the occasional dissatisfied patient, employee, or other individual.

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/.


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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

Company Description
Department of Veterans Affairs (VA) is the nation’s largest integrated health care system, providing comprehensive patient care to Veterans and their families. At the same time, we offer career opportunities to a wide range of professionals—from physicians, nurses and pharmacists, to people in IT, administration and other non-clinical areas.