Executive Secretary

Full Job Description

The primary responsibility is to perform as the principal office assistant to the Executive Deputy Director of the Joseph Maxwell Cleland Atlanta VA Medical Center (AVMC).

The incumbent is the primary back-up to the Executive Secretary to the Director and assists the Executive Deputy Director in carrying out the mission of the Medical Center.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026.

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-9 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.

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.

Examples of specialized experience would typically include, but are not limited to: Experience independently performing or delegating routine and non-routine work based on the commitments, goals, policies, priorities, and responsibilities of an Executive Leadership Team.

Experience researching and utilizing VA, VISN, and Medical Center-level policies, operations, and procedures to perform administrative and clerical functions.

Experience utilizing proper grammar, punctuation, and spelling in the creation and dissemination of official VA correspondence.

Experience reviewing and updating service level and facility level operating procedures and regulations related to administrative processes.

Experience advising and instructing other secretarial staff on administrative operations and regulations.

Experience operating office equipment to include (but not limited to) a computer and associated software programs, a multi-line telephone system, tele-video conferencing equipment, copy and facsimile machines, tape/digital recording devices, etc.

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/.

Major Duties:

MAJOR DUTIES AND RESPONSIBILITIES Administrative Assistance 30% The incumbent maintains liaison and communicates with persons and groups from both within and outside the office, speaking for the Deputy Director on administrative issues.

They provide support functions to applicable committees as assigned by the Executive Deputy Director.

The Executive Secretary instructs and assists AVMC secretaries in the administrative and clerical offices on correct correspondence procedures.

The incumbent screens incoming directives, being situationally aware of changes in policies and procedures.

They notify appropriate staff officials of the need for information and/or recommendations, either prepare the responses or follow up on procedural materials to ensure a timely response.

The Executive Secretary attends meetings and conferences with the Executive Deputy Director, when requested, taking notes on the proceedings.

The incumbent makes all necessary arrangements for the Deputy Director's travel, arranges schedule of visits, makes transportation and hotel reservations, and notifies organizations and officials to be visited.

They prepare travel advances as necessary and ensure the Deputy Director has the advance prior to travel.

The Executive Secretary prepares the final package the day before the Executive Deputy Director begins travel with ticket, itinerary, etc., if necessary, with directions.

They make travel and hotel arrangements and varied accommodations for dignitaries, VACO personnel and other VIP's as necessary to ensure that their travel and visit are pleasant.

Office Management 25% The incumbent receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

The individual responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside of the agency.

They notify the appropriate subordinate management officials of the need for information or recommendation, and either prepare the response or follow up to ensure timely response by others.

The Executive Secretary develops routine plans/schedules using standard references and existing information.

Word Processing 25% The incumbent exercises exclusive control over the Executive Deputy Director's appointments/calendar, with complete authority to commit time.

They set up priorities, shifting rescheduling or refusing appointments or invitations by utilizing intimate knowledge of the Deputy Director's wishes and availability.

When necessary, they decline invitations to meetings, etc., arranges for representation by a subordinate official when that is desirable.

The Executive Secretary follows up to make sure that the situations are taken care of in a timely manner.

The incumbent informs the Deputy Director after the matter is taken care of so that he/she is aware of the situation.

The incumbent serves as a back-up to the Congressional Liaison Officer assisting with the timely closeout of congressional inquiries by reviewing the information and assigning the applicable service line within the Patient Advocate Tracking System for response.

Office Automation 20% The incumbent screens all visitors and telephone calls to the Deputy Director. They determine the nature of the call or business of the visitor.

The individual uses their own judgement when answering most questions and completes most business involving established policy, provides information, refers to other members of the Health System Director's staff, or arranges for the Deputy Director to personally handle the matter if necessary.

They route matters requiring action by other staff members and follows up to ensure timely completion.

Of those requests requiring the Executive Deputy Director's personal attention, the individual suggests a course of action when possible.

The incumbent screens all calls to the Executive Deputy Director from the VISN, Central Office, Congressional staff, Veteran Service Organizations, other Federal/State/local agencies/organizations answering questions, or referring them to the Deputy Director or as appropriate other staff members.

The Executive Secretary trains all Medical Center secretaries in correspondence preparation.

They direct the establishment and maintenance of the file and publications system of the Director's office, assuring compliance with governing regulations.

The incumbent serves as the timekeeper for front office staff. Work Schedule: Monday to Friday, 7:30am - 4:00pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Executive Secretary/ PD112110 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized