Secretary (OA)
What you'd do
This position assists the Associate Director, Resources, in accomplishing programmatic work necessary to support the Tennessee Valley Healthcare System (TVHS), the Veterans Integrated Service Network (VISN), and ultimately the Veterans Health Administration (VHA).
Major duties
This position has various responsibilities, the nature and variety depend on the needs of the Associate Director. The overall requirements are: 1) computer literacy, 2) organizational skills, 3) planning and scheduling skills, 4) time-management skills, 5) verbal and written communication skills, 6) quick-learning skills, and the ability to apply such skills in a way that increases the effectiveness of the office. The core duties of this position include but are not limited to: Receives, evaluates, and screens all calls and visitors, forwarding them to the appropriate service/individual for response. Answers questions based on established policy or forwards to appropriate service/individual for response without referring individuals to the Associate Director (AD) or other Executive Leadership Team (ELT) members. Serves as primary timekeeper for the AD Office and alternate timekeeper for other ELT offices. Receives and reviews all incoming correspondence, e-mails, memorandums, requests, messages, and refers each item to the appropriate individual/service for response in a timely manner. Personally handles many requests for information and personally resolves many conflicts and complaints by staff or patients and their families. Only selected calls, visitors, or issues are referred to AD. Possesses knowledge of established procedures for preparation and approval of correspondence and other action items. Assists performance appraisal process to ensure performance plans meet specified time frames, solicits self-assessments, and arranges mid-term and year-end performance review sessions. Maintains performance folders according to facility policy. Serves as back up for assigned TVHS suspense distribution. Uses computer software to transcribe, prepare, and distribute agendas and minutes of committees led or chaired by the AD, ensures compliance with current policy and conducts follow up as needed. Composes non-technical correspondence on topics such as office procedures, requests for information, and letters of acknowledgment, commendation, or notification. Reviews, logs, and distributes incoming and outgoing correspondence addressed to the AD office. Maintains executive Signature Log of AD and other ELT members. Work Schedule: Monday - Friday | 7:30 AM - 4:30 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD703280 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/05/2026. 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-8 position you must have served 52 weeks at the GS-7. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. 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-7 in the normal line of progression for the occupation in the organization. Specialized experience is defined as: Maintaining executive schedule/calendar or day-to-day plans. Performing full range of secretarial and administrative duties. Scheduling and attending meetings. Preparing meeting minutes and follow up actions. Processing and editing incoming and outgoing correspondence, reports, and memoranda; reviewing documents for grammatical errors and referring each item to the appropriate individual/service for response in a timely manner. Performing timekeeping duties. Procuring purchasing supplies. Receiving, evaluating, and screening all calls and visitors, forwarding them to the appropriate service/individual for response. 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/.
Before you apply
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