Secretary

Full Job Description

The primary purpose of the Secretary (OA) is to provide administrative coordination and support to a member of the Executive Leadership Team.

The incumbent is assigned as direct report to a member of the Executive Leadership Team.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/24/2026.

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-7 position you must have served 52 weeks at the GS-6. 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 and/or education as described below: GS-7 Specialized Experience: Applicants 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: provide receptionist/clerical support work, review correspondence letters, prepare travel arrangements and schedules, timekeeping experience and customer service; 40 words per minute typing speed.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have graduate education is directly related to the work of the position (Transcripts required).

GS-8 Specialized Experience: Applicants 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: provide receptionist/clerical support work, review correspondence letters, prepare travel arrangements and schedules, timekeeping experience and customer service; 40 words per minute typing speed.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have graduate education is directly related to the work of the position (Transcripts required).

You will be rated on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is sedentary.

Typically, the employee may sit comfortably to do work; however, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, and occasionally assisting handicapped individuals.

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 include, but are not limited to: Reviews correspondence for accuracy and completeness. Reviews correspondence for conformance to format and policy.

Coordinates closely with respective section heads and managers to make sure that correspondence meets the necessary format and criteria.

Maintains accurate files and manuals relative to the activities of the department and hospital procedures. Tracks mandatory suspense/briefing to completion.

Initiates personnel actions in conjunction with personnel changes occurring within the service line. Assists in preparing space proposals to the facilities management department.

Prepares requests for telephone/computer installation and changes. Obtains and monitors the use of services, supplies, and equipment for the office.

Schedules appointments for Quadrad or work group and secures conference rooms in conjunction.

Optimizes a schedule according to multiple priorities, based on evaluation of the necessity and urgency of those requesting appointments. The incumbent arranges conferences and meetings.

Serves as administrative liaison between a clinical service line and Quadrad. Follows up on commitments made in conversations, meetings and conferences of the supervisor.

repares travel requests and makes airline/car and hotel reservations for selected service line staff utilizing hospital and/or centralized funds. Composes and edits letters and reports.

Prepares public presentation outlines. Creates standard or form letters.

Transcribes dictated information such as correspondence, meeting minutes, protocols and papers for presentation, some of which may contain medical and/or psychiatric terminology.

Briefs Quadrad as to the purposes of appointments. Receives calls from the public.

Provides information about NAVAHCS, its functions, and standard operating procedures, as well as general Medical Center information.

Ensures that personal information and sensitive business information are appropriately protected.

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: Monday - Friday 8:00 a.m. to 4:30 p.m.

work schedule, but work schedule may be adjusted to meet the needs of the service. Virtual: This is not a virtual position.

Position Description/PD#: Secretary/PD13635A and PD13636A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required