Secretary (OA)

Full Job Description

The incumbent serves as the Secretary to the Chief of Staff (COS) and/or Associate Director of Patient Care Services (ADPCS) located within the Executive Directorate suite at the VA Illiana Health Care System.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.

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-07 position you must have served 52 weeks at the GS-06. 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: GS-07 SPECIALIZED EXPERIENCE: You 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: Knowledge of administrative concepts, principles, and practices to independently perform duties such as eliminating conflict and duplication in extensive office procedures; Skill in advising and instructing subordinate offices concerning the required reporting and procedural instructions; Knowledge of time keeping requirements; Knowledge and skill in the use of the computer, printer, fax machine, copy machine, and utilization of Vista and CPRS.

OR, GS-08 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: Knowledge of administrative concepts, principles, and practices to independently perform duties such as eliminating conflict and duplication in extensive office procedures; Skill in advising and instructing subordinate offices concerning the required reporting and procedural instructions; Knowledge and ability to interpret JOINT COMMISSION standards related to medical staff; Knowledge of time keeping requirements; Knowledge and skill in the use of the computer, printer, fax machine, copy machine, and utilization of Vista and CPRS; Knowledge of human resources management including performance standards, performance appraisals, proficiencies, probationary appointments, labor-management relations, disciplinary actions, adverse actions, and physician recruitment procedures.

Proficiency Requirement: In additional to meeting experience requirements, applicants for this position must show possession of the following skills: Ability to type 40 words per minutes 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:

The Secretary (OA) serves in a developmental capacity at the GS-7 level. Key functions will be similar to those described at the full performance level of the target position.

However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills and abilities necessary to accomplish the work at the full performance level.

Duties: Receives, screens, schedules, refers and contacts members of the agency/general public/government agencies.

Responds to administrative problems brought to the Chief of Staff and/or Associate Director of Patient Care Services attention by members of the staff or management officials outside the agency.

Identifies priorities and handles commitments accordingly. Maintains calendars, prioritizes appointments, conferences, speaking engagements, etc.

Composes letter and reports, reviews correspondence for accuracy and completeness and edits as necessary. Responds to administrative problems.

Responsible for expediting project management and coordination. Tracks suspense items and ensure timeliness of submission/reports.

Establishes and maintains all necessary files and disposes of record material in accordance with VA regulations. Schedules appointments, coordinates meetings, and/or schedules conferences.

Transcribes conference calls. Serves as timekeeper. Other related duties Promotion Potential: This position involves a multi-grade ladder.

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: Full-time, Monday - Friday, 7:30am-4:00pm, hours negotiable Telework: Ad-hoc only Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD25261A and PD25262A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized