Secretary

Full Job Description

Serves as the Secretary to the Chief of Staff (COS) and provides secretarial and related clerical administrative services to the Health System specialist.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

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-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: 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: Administrative Oversight: Experience managing the flow of communication and administrative requirements for an executive-level office, including tracking deadlines and coordinating with external regulatory and academic organizations.

Executive Support: Proficiency in managing complex calendars, scheduling appointments using professional judgment, and making travel arrangements, including reservations and travel vouchers.

Technical Writing and Review: Experience reviewing outgoing correspondence for accuracy, proper formatting, clarity, and compliance with agency policies.

Clerical Proficiency: Skill in using personal computers and software (e.g., Word, Excel, Outlook, SharePoint) to generate memoranda, reports, and transcribe meeting minutes involving specialized terminology.

Financial Administration: Knowledge of government purchase card programs, including making micro-purchases, reconciling charges within strict timeframes, and maintaining financial documentation.

Personnel Coordination: Experience processing or tracking personnel actions and maintaining confidential records related to management and labor relations.

You will be rated on the following Competencies for this position: Clerical Customer Service (Clerical/Technical) Organizational Awareness Writing 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 primarily sedentary. Work requires some walking, standing, bending, and carrying light items such as books, folders, papers, 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 include: - Maintains the Chief of Staff's (COS) and Health Systems Specialist's (HSS) calendars, exercising initiative to set, reschedule, or refuse appointments.

- Prepares and transcribes minutes for high-level meetings, such as the Clinical Executive Board and staff meetings involving sensitive labor relations issues.

- Serves as the Records Custodian, responsible for the revision and retirement of official files, directives, and policy memoranda. - Acts as the primary timekeeper for the Chief of Staff's Office.

- Distributes and tracks action items related to clinical services, ensuring timely responses from stakeholders prior to executive review.

- Establishes internal suspenses and maintains logs of open tasks to prevent delays. - Screens visitors and telephone calls, determining which matters require the immediate attention of the supervisor.

- Attempts to resolve complaints from patients and family members, directing them to subject-matter experts as necessary.

- Executes micro-purchases in accordance with federal and VA acquisition regulations. - Reconciles purchase card charges and resolves disputes within mandatory 10-to-18-day windows.

Work Schedule: Monday - Friday, 8:00am - 4:30pm 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#: Secretary/PD010100 Relocation/Recruitment Incentives: Not Authorized