Secretary (OA) - Deputy Chief of Staff

$44,117 - $57,354/Yr

United States Department of Veterans Affairs - Chelsea, ME

Part-time,Full-time - Entry Level

Onsite - Chelsea, ME

Administration of Human Resource Programs

About the position

The Secretary (OA) position serves as the primary administrative support to the Deputy Chief of Staff at the VA Maine Healthcare System. This medical center is dedicated to providing comprehensive acute inpatient and ambulatory care across various specialties, including medicine, surgery, mental health, primary care, geriatrics, and extended care. The role is pivotal in ensuring the smooth operation of the Deputy Chief's office, which involves managing a busy calendar, coordinating travel, and facilitating communication within the department and with external stakeholders. In this role, the Secretary will maintain the Deputy Chief of Staff's daily calendar, making appointments and arranging conferences and meetings autonomously based on a thorough understanding of the Deputy Chief's schedule. The Secretary will also remind the Deputy of upcoming appointments and provide briefings on matters to be discussed in meetings. Additionally, the position requires coordinating all travel arrangements for the Deputy Chief and other staff, which includes financial planning, reservations, and itinerary management. The Secretary will be responsible for taking and transcribing minutes for various meetings, including the Medical Dental Staff Meeting and the Peer Review Committee. This includes setting agendas, coordinating information for committee members, and following up on action items such as the publication of policy memoranda and notifications. The role also involves processing incoming correspondence, which includes official VA mail and electronic communications, ensuring timely responses to Congress and Veterans. Furthermore, the Secretary will coordinate correspondence for the Deputy Chief of Staff and other management staff, screen publications and directives, and maintain fund control points for Professional Services. This includes managing membership fees, license fees, and office supplies. The Secretary will assist in preparing the annual fiscal year budget requests and conduct audits related to part-time physician time and attendance. The position requires a proactive approach to ensure the accuracy of records and the smooth functioning of the office.

Responsibilities

• Maintain the Deputy Chief of Staff's daily calendar, making appointments and arranging meetings without prior approval.
• Remind the Deputy Chief of Staff of appointments and brief them on matters to be discussed in meetings.
• Coordinate all travel arrangements for the Deputy Chief of Staff and other employees, including financial planning and itinerary management.
• Take and transcribe minutes for various meetings, setting agendas and coordinating information for committee members.
• Process incoming correspondence, including official VA mail and electronic communications, ensuring timely responses to Congress and Veterans.
• Coordinate correspondence for the Deputy Chief of Staff and other management staff.
• Screen publications, directives, and periodicals, bringing significant items to the attention of the Deputy Chief of Staff.
• Screen calls and visitors to the Executive Office Suite, particularly for the Deputy Chief of Staff.
• Maintain fund control points for Professional Services, including managing membership fees and office supplies.
• Assist in preparing the annual fiscal year budget requests with appropriate justifications.
• Conduct the annual inventory of equipment assigned under the COS CMR and ensure accuracy of records.

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 (HCP).
• Participation in the COVID-19 vaccination program is required for all Veterans Health Administration Health Care Personnel (HCP).
• Specialized experience equivalent to at least GS-5 level in the normal line of progression for the occupation in the organization.

Nice-to-haves

• Experience with Microsoft Office products, particularly MS Outlook and VISTA.
• Strong organizational skills and attention to detail.
• Ability to manage and organize information effectively.
• Customer service skills, particularly in a clerical or technical capacity.

Benefits

• Comprehensive benefits package as a federal employee, including health insurance, retirement plans, and paid time off.
• Eligibility for benefits depends on the type of position held (full-time, part-time, or intermittent).