Secretary; OA

Position: Secretary (OA)
You will serve as the Secretary (Office Administrator) position with the Deputy Executive Medical Center Director and the Executive Leadership Team (ELT) with the VA Puget Sound Healthcare System located in Seattle, Washington.

Manage two Executive Leadership Team members' schedules and day-to-day plans, identify the schedule and time required, and estimate the resources needed.

Schedule Executive Office conference room space according to current policies and the requestor's purpose, date/time required, and audio/visual needs.

Collect, triage, and resolve incoming queries from patients, employees, VISN, VA Central Office, Congressional Offices, DOD partners, and other community-based medical centers and organizations, while also providing the highest level of customer service.

Attend the Executives' board/committee meetings, prepare the agenda and meeting minutes, and send out communications to its members.

Proofread documents for the Executives' signature for clarity, completeness, and sufficient supporting information and suggest corrections.

Prepare written letters of correspondence on behalf of the Executives with proper grammar and spelling.

Perform records management of all Executive Office documents, confidential and sensitive in nature, and maintain and discard them appropriately per policy.

Track incoming and outgoing mail and correspondence.

Prepare performance appraisals and maintain the competency folders to include up-to-date licenses, training, positions descriptions or functional statements, performance standards, and appraisals.

Research and provide background information on topics of interest and follows-up on action items.

Pull reports from Performance Logic, VSignals, PA TS-R, VATAS, and other applications.

Complete travel arrangements for the Executives and prepare travel claim reimbursements upon their return to station.

Assist with the Executive Office Clean Sweeps, the Hazmat Inventory, Equipment Inventory, work orders, and supply orders.

Serve as a Timekeeper to maintain and record leave and attendance and ensure FMLA, telework, and other documentation are obtained and confidentially stored to support timecard postings.

Perform other duties as assigned.

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 through Friday, 8:00 AM to 4:30 PM PDT.

Virtual:
This is not a virtual position.

Position Description/PD#:
Secretary (OA)/PD414040 and PD414030

Relocation/Recruitment

Incentives:

Not authorized.

Critical Skills Incentive (CSI):
Not authorized.

Physical Requirements:

The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying light items like papers or books. No special physical demands are required to perform the work.

Work

Conditions:

The work environment involves everyday risks or discomforts and requires normal safety precautions typical of such places as meeting and training rooms, libraries or commercial vehicles. The work area is adequately lit, heated and ventilated.