Secretary (OA)

Full Job Description

The Primary Purpose of the Position is: To serve as the personal assistant performing various administrative and clerical duties in support of the Associate Director with management responsibility for a multi-'mission Health Care System's subordinate organizations' functions and activities: logistics, fiscal, engineering, human resources, medical records/information, pharmacy and prosthetics.

The Organization Location of the Position is: Office of the Director, VA North Texas Health Care System To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/30/2026.

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: INTERPERSONAL SKILLS - Assist in all types of correspondence to different customers in a professional manner ; SELF-MANAGEMENT - Such as: personally review and responding to requests for information and preparing reports within established time frames ; TECHINICAL COMPETENCE - Such as: uses various functions of several types of office automation systems, reviewing correspondence, utilizing computer systems, thoroughly screening materials, and reviewing data for accuracy.

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: Receives telephone calls, greets visitors for the Associate Director; ascertains the nature of the calls or visits; and, screens those that can be handled without supervisor's help.

Based on detailed knowledge of the VA North Texas Health Care System, its programs and operations, receives, screens refers calls to the Executive office telephone calls to appropriate staff o:r office.

Personally handles many matters and answers substantive non-technical requests for information which can be provided based on information from records and files or personal knowledge of the Health Care System.

Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, minutes for a variety of committees, and other documents from information obtained from the staff, files, and other sources.

Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification.

Develops standard or form letters for responding to inquiries and requests for information.

Reviews and processes incoming and outgoing correspondence, reports, circulars and other materials received in the Executive office and/or submitted for the Associate Director's signature.

Screens incoming mail, including email, to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to another executive leadership staff, a Service Chief, or handled personally.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving dignitaries and/or distinguished Department of Defense (DOD) visitors, members of Congress and Congressional representatives, foreign dignitaries, high ranking personnel from other government agencies, representatives of news and information media; local, civic, state and federal officials; other hospital officials; Veterans Affairs Committee officials; service organizations, congressional staff officials, etc.

and the general public. Performs other clerical and administrative work in support of the Associate Director's office.

Develops, establishes, updates, and maintains records/files of various types for the Associate Director's office.

Serves as liaison between the Associate Director, subordinate Services and the other Health Care System Services in terms of-receiving, relaying and passing information on non-technical issues and/or policy.

Uses multiple office automation software with varied functions to produce a wide r:mge of· documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.

Work Schedule: Monday - Friday, 7:30am to 4:00pm or 8:00am to 4:30pm Telework: This position may be authorized for AD HOC telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD045490 Relocation/Recruitment Incentives: Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized