Secretary (OA) - Deputy Chief of Staff

United States Department of Veterans Affairs - Chelsea, ME

Part-time - Entry Level

Chelsea, ME

Administration of Human Resource Programs

About the position

The Secretary (OA) to the Deputy Chief of Staff at the VA Maine Healthcare System plays a crucial role in supporting the Deputy Chief of Staff by managing their daily calendar, coordinating travel arrangements, and handling correspondence. This position is integral to the smooth operation of the medical center, which provides a range of healthcare services including acute inpatient and ambulatory care. The Secretary is responsible for organizing meetings, taking minutes, and ensuring that all necessary information is communicated effectively among various stakeholders.

Responsibilities

• Maintains the Deputy Chief of Staff's daily calendar, making appointments and arranging conferences and meetings.
• Reminds supervisor(s) of appointments and briefs them on matters to be considered before scheduled meetings.
• Coordinates all travel arrangements for the Deputy Chief of Staff and other employees, including financial planning and reservations.
• Takes and transcribes minutes of various meetings, setting agendas and coordinating information for committee members.
• Processes incoming correspondence, including official VA mail and electronic communications, ensuring timely replies to Congress or Veterans.
• Coordinates correspondence for the Deputy Chief of Staff and other management staff.
• Screens publications, directives, and periodicals, bringing significant items to the attention of the Deputy Chief of Staff.
• Screens calls and visitors to the Executive Office Suite, particularly for the Deputy Chief of Staff.
• Maintains fund control points for Professional Services, including membership and license fees.
• Assists in preparing the annual fiscal year budget requests with appropriate justifications.
• Responsible for the Part-time Physician Time and Attendance Audit Program.
• Conducts the annual inventory of equipment assigned under the COS CMR and ensures accuracy of records.
• Performs other duties as assigned.

Requirements

• U.S. Citizenship is required to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be able to serve a probationary period if required.
• Subject to background/security investigation.
• Participation in the seasonal influenza vaccination program is required for all Department of Veterans Affairs Health Care Personnel.
• Participation in the COVID-19 vaccination program is required for all Veterans Health Administration Health Care Personnel.
• Specialized experience equivalent to at least GS-5 level in the normal line of progression for the occupation.

Nice-to-haves

• Experience with Microsoft Office products.
• Ability to manage and organize information effectively.
• Strong customer service skills.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Participation in the seasonal influenza vaccination program.
• Participation in the COVID-19 vaccination program.