Secretary (OA)

Full Job Description

The Tibor Rubin VA Medical Center currently recruiting one (1) Secretary in Health Administration Services (HAS) in Long Beach, CA.

The primary purpose of the position is to perform day to day administrative assistance to the Chief of the Health Administration Service line.

This position is organizationally assigned to HAS primarily to perform the full range of administrative staff support work necessary to assist the Chief of HAS in the management of the service line.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/11/2026.

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-06 position you must have served 52 weeks at the GS-05. 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: (In addition to meeting Time and Grade) You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: utilize medical terminology, automation software (examples; medical software and Excel, spreadsheets and databases); and provide receptionist/clerical support work.

(Must be in resume) You will be rated on the following Competencies for this position: Clerical Interpersonal Effectiveness Manages and Organizes Information Technical Competence 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 the work.

However, there may be some walking, standing, bending, lifting and carrying of light items like paper, files or books.

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:

Duties include but are not limited to the following: Manage requests for information and/or resolve a variety of administrative inquiries both from within and Outside of organization.

Review all outgoing correspondence and reports for i.e. proper format, mathematical accuracy, correct grammatical contents, spelling and all necessary coordination of facts has been completed.

Input employee's attendance and leave information daily i.e.

includes regular hours, days worked, overtime, holiday pay, differential, compensatory time earned or taken, any applicable premium pay, absence for Leave Without Pay (LWOP), Absence without Leave (AWOL), military leave, annual and sick leave, Authorized Absence (AA) and changes in T&L units Receive incoming correspondence, publications, regulations and directives, to ensuring tasks, reports, and other action items are completed timely by distributing work to appropriate staff member and departments.

Collaborate with the Administrative Officer for the effective coordination and/or administration of human resource programs, i.e.

including personnel actions, incentive awards, and performance evaluation programs. Schedule/reschedule appointments when it becomes apparent that supervisor will not be able to meet as needed.

Brief supervisor on matters to be considered before the scheduled meetings as needed. Coordinate for appropriate staff to attend meetings in the absence of the service chief and deputy chief as needed.

Prepare final documents and various other correspondence from e.g.

recorded/verbal dictation, rough drafts, rough notes of engineers and including highly technical and complex terminology of an engineering, architectural and construction nature Screen calls and visitors to assure follow-up inquiries are referred to appropriate personnel based on knowledge of programs and/or operations.

Maintain current personnel listing of employee's emergency contact information and/or updating the emergency cascade call back rosters and distributing listing to the appropriate personnel.

Manage office supplies by developing and managing inventory and adjust volumes based upon the usage rates and customer needs.

Work Schedule: Monday - Friday 7:30am -4:00pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD13071O Financial Disclosure Report: Not required