Secretary (OA)

Full Job Description

Provides administrative and clerical support to a complex healthcare service line, coordinating workflow, managing calendars, and ensuring timely processing of correspondence and reports.

Compiles and analyzes program data, supports budget and timekeeping functions, and serves as a central point of contact for staff and external stakeholders while ensuring compliance with policies and procedures.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/31/2026.

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: performing progressively responsible administrative and clerical support work in a complex organizational environment, including coordinating office operations and workflow among staff and leadership; maintaining calendars, scheduling meetings, and arranging travel; establishing and maintaining suspense systems to track correspondence, reports, and deadlines; preparing, reviewing, and routing a wide range of correspondence and reports for accuracy and compliance with organizational policies; collecting, compiling, and analyzing administrative or program data to produce recurring and ad hoc reports; performing timekeeping and attendance functions and resolving discrepancies; utilizing office automation systems such as Microsoft Office and organizational databases to manage information and produce documents; serving as a primary point of contact for internal and external stakeholders by responding to inquiries and providing guidance on procedures; supporting budget, procurement, or property management processes; and maintaining official records and filing systems while ensuring confidentiality and adherence to records management requirements.

Preferred Experience: Proficient in Microsoft Apps 1+ year of customer service Ability to manage multiple complex tasks simultaneously 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:

Organize varied clerical work in a large government/medical setting. Organize workflow between the employees of the service, the Administrative Officer, and entities outside the service.

Prioritize tasks and assignments and maintain a suspense system to assure timeliness of correspondence and reports. Prepare reports in an appropriate written format and/or communicate reports verbally.

Functions as the primary timekeeper and in a back-up capacity as needed. Maintain appointment calendar and schedule appointments and meetings.

Complete work quickly and accurately using Vista/DHCP, Microsoft Office products (Word, Excel, PowerPoint, Outlook, Access), and various other data/information retrieval systems.

Ensure completed work is reviewed and forwarded to appropriate personnel in a timely and accurate manner. Order and maintain office supplies.

Track, store, collect, research and compile data for independent analysis. Review incoming mail and prepares response for appropriate signature. Receive visitors and telephone calls to the service.

Work Schedule: Monday-Friday, 7:30am to 4:00pm Telework: This position may be authorized for telework, ad-hoc only, in accordance with agency policies. Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD671-0229-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized