Secretary (OA)
What you'd do
The Executive Secretary performs a variety of clerical and administrative duties which are auxiliary to the work of the organization and provides assistance to the Associate Director of Operations and the Associate Director, Patient Care Services. The incumbent is the primary office support staff member for both directors (and operates independently of any other such position in the office and/or as a team with the other secretarial support staff, as necessary.
Major duties
This incumbent serves as the Secretary (OA) for the Associate Director of Operations and the Associate Director, Patient Care Services . The secretary has extensive responsibility for coordinating work within the organization, where procedures and administrative controls are equivalent to those typical of a large, complicated office. Duties include, but are not limited to: Acts as office liaison, handling communication with persons, and/or groups within and outside of the facility. Reviews correspondence for appropriate disposition, gathering information and using knowledge of healthcare system's policies and other regulations when composing replies. Ensures accurate identification, reporting, trending, and education to provide efficient operations and protection of resources. Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical correctness. Coordinates arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited. Monitors suspense items and follows them to a timely completion. Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems, and either prepares the response or follows up to ensure timely response by others. Alerts appropriate staff officials on new, updated and/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response. Screens all visitors and telephone calls from within the facility, VISN, Central Office, congressional staff, veteran service organizations, local agencies, Veterans and their families, Federal agencies, State agencies, etc. Performs administrative work, which includes management of the office schedule and day- to-day plans. Develops routine plans and schedules using standard references and existing information. Exercises exclusive control over the Executive's appointments/calendar to set availability and priorities. Instructs and assists secretaries in the administrative and clerical offices on correct correspondence preparation and procedures. Directs the establishment and maintenance of the file and publications system of the Director's office, assuring compliance with governing regulations. Serves as timekeeper for assigned employees. 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: M-F 7:30am 4:00pm Position Description/PD#: Secretary (OA)/PD03081T and PD3081-0 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, 08/17/2026. 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-07 position you must have served 52 weeks at the GS-06. For a GS-08 position, you must have served 52 weeks at the GS-07. 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. 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 GS-07: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience greeting and interacting with a variety of individuals from high-ranking executives to lower level employees; experience in an office or medical environment assisting in secretarial duties; answering incoming telephone inquiries and correspondence; composing, proofreading, and editing correspondence, memorandums, policies, etc.; ensuring all correspondence, memorandums, policies, etc. contain correct format, grammar, spelling, and punctuation; utilizing microcomputer programs, such as Microsoft Office (Word, Excel, PowerPoint, and Outlook); scheduling appointments and conferences; interpreting rules, regulations, and policies Specialized Experience GS-08: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: you may qualify based on your experience as described below: experience greeting and interacting with a variety of individuals from high-ranking executives to lower level employees; experience in an office or medical environment performing progressively complex secretarial duties; answering incoming telephone inquiries and correspondence; composing, proofreading, and editing correspondence, memorandums, policies, etc.; ensuring all correspondence, memorandums, policies, etc. contain correct format, grammar, spelling, and punctuation; utilizing microcomputer programs, such as Microsoft Office (Word, Excel, PowerPoint, and Outlook); scheduling appointments and conferences; interpreting rules, regulations, and policies. 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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