Secretary

Full Job Description

The Secretary position provides administrative support to the Associate Director for Patient/Nursing Services in the Executive Office.

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

You may qualify at the GS-6 level if you fulfill the following qualification: -Specialized Experience: One (1) year of specialized experience that equipped you with the knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this position.

To be creditable, this experience must have been equivalent to at least the GS-5 grade level in the Federal service.

Specialized experience includes: secretarial or administrative support work to include coordinating and scheduling appointments; preparing meeting agendas and taking minutes; answering the telephone and taking messages; using automated Microsoft software (Word, Excel, PowerPoint) to prepare a variety of correspondence, reports, and other documents; and maintaining files and databases.

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/.

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. Major Duties:

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include: Performs administrative work for the Associate Director for Patient/Nursing Services (ADPNS) thereby alleviating him/her of clerical and administrative support work as well as office management support to all aspects of the Nurse Executive office as a source.

Screens visitors and telephone calls for ADPNS.

Ascertains/determines nature of call(s) or business visitor(s) and directs them to the appropriate person within the Executive Office or other appropriate personnel on station.

Receives, reviews/reads and distributes mail for the ADPNS. Reviews incoming correspondence, publications, and directives which may affect the service.

Coordinates and schedules appointments for the ADPNS and maintains electronic calendar of meetings and/or appointments for the ADPNS on own initiative based on personal knowledge of ADPNS workload and service priorities.

Attends meetings when required, takes minutes, summarizes, distributes copies to attendees and keeps diary controls of follow up actions as required.

Assures appropriate information and documents flow, maintains a single set of files and appropriate office system which allows for retrieval for all workstations, and assures that each staff member has the necessary equipment/supplies and information/education for implementation/compliance.

Maintains Nurse Executive office records and manuals, enlarges and discontinues as appropriate, making changes/revisions as necessary to conform to changing requirements/standards.

Creates files and prepares documents using word processing technology and related software (word processing, spreadsheets, graphics, etc.).

Procures information, organizes files and retrieves reports, correspondence and numerical data for use in preparing reports, briefings, and presentations.

Serves as correspondence liaison for the Nurse Executive office. Reviews and either responds to the correspondence, routes it to the proper staff member, or consults with others prior to responding.

Responsible for travel arrangements for the ADPNS and other Nurse Executive Office staff as necessary, including financial planning, reservations, and itinerary.

Develops and maintains control of tracking systems to track proficiency due dates and NPSB Boarding dates for all nursing staff at VA Maine HealthCare System and provides required material to employees/raters in a timely manner.

Performs other duties as assigned. Work Schedule: Monday-Friday 7:30am-4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved