Secretary (OA)

Full Job Description

This Secretary Office Automation (OA) position is located at the Audie L. Murphy VA Medical Center within Facilities Management Service.

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

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-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: 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: Reviewing and/or preparing publications, directives, reports; Computer knowledge to do word processing in Microsoft Word; Prepare and utilize data spreadsheets; Create and maintain files; Facilitate effective communications.

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 may include but are not limited to: -Receives and screens telephone calls and visitors to Facilities Management Service, ascertains nature of call or business and determines appropriate action.

-Arranges meetings and conferences including space, time, staff, agenda, and background material.

-Ensures that all correspondence, messages, reports and other communications that leave facilities management department meet all quality standards.

-Uses independent judgment to resolve conflicts in task assignments, calendar conflicts to include those involving executive office and facilities management, clerical issues and other administrative issues within facilities management department and other medical center staff concerning routing of requests/tasks, etc.

-Screens calls and visitors ranging from in-house facilities management personnel to higher VISN, medical center staff, and community officials.

-Receives taskings from outside of facilities management department and maintains the tracking of the taskings, ensuring that they are all answered and on time.

-Reviews all outgoing correspondence and reports prepared for signature of supervisor to ensure proper format, conformance with instructions, accurate grammar, typographical accuracy, and necessary attachments.

-Maintains current suspense file, keeping appropriate personnel informed of required submission dates for replies to correspondence and/or reports, etc.

-Scans all incoming mail for the Chief and routes routine items directly to appropriate staff offices.

-Develops, organizes, and maintains Facilities Management Service office files and records, both electronically and on paper, located within the Office of the Chief.

-Takes and provides in final form meeting minutes, including Facilities Management Staff, Executive Safety Committee, Construction Committee, Green Environmental Management System (GEMS) Committee, and other meetings coordinated by Facilities Management Service.

-Composes and types routine and general administrative memoranda, email, and correspondence. -Maintains records of all space key assignments within the medical center.

-Acts as primary timekeeper and back up timekeeper. -Acts as an alternate in the absence of the Work Order Coordinating Clerk. -Maintains files in accordance with governing regulatory procedures.

-Handles special projects as assigned by the Chief.

-Applies knowledge of the types of information maintained and the procedures for accessing databases throughout the office to locate and import information to be included in publications.

-Serves as both the Education Coordinator and ADP Applications Coordinator (ADPAC) alternate for Facilities Management Service and is responsible for maintaining records related to training given and received by Facilities Management employees.

-Uses office automation systems and various software packages to accomplish work.

-Uses knowledge of software utilities and function commands to manipulate text to accomplish formats, revision, deletions, and additions. Work Schedule: Monday-Friday, 7:30a.m. to 4:00p.m.

Telework: Not eligible Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD671-3979-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized