Secretary (OA)

Full Job Description

The Primary Purpose of the Position is: The incumbent functions as the secretary to the Operations Administrator for the Garland Health Care Center for the VA North Texas Health Care System.

The Organizational Location of the Position is: The position is located within the VA North Texas Health Care System (VANTHCS) at the Garland Health Care Center in Garland, TX.

The position is organizationally aligned under the Office of the Associate Director for Operations.

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-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: Health Care System Policy Management The incumbent manages the Health Care System's policies by conducting system-wide policy reviews for update and renewal as required in the management of the VANTHCS policy program to ensure regulatory compliance.

Incumbent is accountable for reviewing all systems policies in collaboration with system staff to ensure compliance with VHA Directives, Office of the Inspector General (OIG), The Joint Commission (T JC) and all other regulatory requirements.

Incumbent drafts policy statements, analyzes effects of existing and proposed policies, and makes recommendations for policy changes as needed.

Makes recommendations for any related organizational policy changes. Audit reports and dashboard are to be compiled and submitted to Chief, QM at least once a month.

Personal Contacts The incumbent receives, refers, schedules, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

The incumbent is regularly involved in high level contacts with visitors and callers from such organizations as: congressional offices, members of the news media, state and local officials, high ranking officials in the field of industry, public action groups, attorneys, presidents of major national or international firms or organizations, and/or leading representatives of federal government.

Incumbent must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information from the Garland Administrative Office.

Acts as a resource person for staff in administrative matters dealing with correct office procedures, proper formats for various letters and reports, timekeeping regulations, locating specific health care system directives, and agency policies and procedures.

Communicates the Operations Adminstrator's assignments, messages, and information to his/her subordinates.

Office Operation and Oversight The incumbent screens and monitors the flow of written communication through the Garland Administrative Office.

Responsible for ensuring timely completion, review and final preparation of all outgoing correspondence and reports.

Documents prepared in other areas are reviewed to ensure correct grammar, spelling, punctuation, format and style.

The incumbent discusses unsatisfactory correspondence directly with originator and arranges for rewriting or personally revises and furnishes informational copies to initiating office.

Maintains a calendar of appointments, meetings, conferences, and deadlines for the Operations Administrator.

Schedules appointments and meetings based upon personal knowledge of the Operation Administrator's workload and commitments.

Reminds the Operation Administrator of his/her appointments and assembles/provides necessary files or other information required before scheduled meetings. Reschedules meetings when conflicts arise.

Ensures the Operation Administrator is informed of deadlines, follow-­up actions, and appointments.

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

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD004650 Relocation/Recruitment Incentives: Not Approved Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized