Secretary (OA)

Full Job Description

This position is located at the Lexington VA Health Care System (LVAHCS).

The secretary provides secretarial and administrative assistance to the Medical Center Director and is involved in developing, analyzing, evaluating, advising on, or improving the effectiveness of work methods and procedures, organizations, manpower utilization, distribution of work assignments, management controls, information and documentation systems, and/or similar functions of management.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/13/2026.

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-8 position you must have served 52 weeks at the GS-7. For a GS-9 position you must have served 52 weeks at the GS-8.

In addition to the Time-in-Grade requirement, applicants must have the specialized experience as described below.

GS-8 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Ability to communicate both orally and in writing; Ability to prioritize duties in order of importance, need by using services, ensuring timeliness and accuracy; Knowledge and skill in use of computer hardware with the ability to load and operate various software applications, i.e., Microsoft Word, Excel, Outlook, etc., as well as the medical center system utilizing VISTA; Knowledge of grammar, spelling, capitalization and punctuation to transcribe material dictated accurately; and Knowledge of policies and procedures, as well as an understanding of hospital operations.

GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-8 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Ability to maintain accurate, systematic, and detailed records of work completed in progress; Knowledge of the office filing system to assemble and as appropriate, summarize files and documents for use by other staff; Ability to organize the flow of clerical processes in an office to accomplish the administrative support functions (e.g.

processing mail, maintaining calendars, making travel and conference arrangements, etc.); Knowledge of established procedures for the preparation and clearance of correspondence, action documents, and forms for travel, training, printing, etc.; and Knowledge of specialized terminology relative to the work of the organization.

Typing Proficiency: A minimum typing speed of 40 words per minute is required.

Applicants must either submit evidence of typing proficiency or self-certify by written statement their ability to type 40 wpm. Prior secretarial experience is preferred.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: Work may require some physical effort such as standing, walking, bending, or sitting.

May require moving and picking up of corrugated packing boxes containing files during purging and storing of records.

The employee works in an office setting involving everyday risks or discomforts where normal safety precautions are required.

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 serves as the principal administrative support for the Director, and is responsible for carrying out and coordinating all the clerical and daily administrative support activities of the office.

Major duties include but are not limited to: Ensures service level timecards are posted accurately and timely.

Reviews correspondence and documents prepared for signature by an executive team member to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of an organization.

Maintains tracking records of controlled correspondence, setting appropriate due dates and assignments; monitors responses for timeliness.

Arranges travel to including preparing documents for the meeting, making reservations, and notifying organizations/officials to be visited for supervisors.

Prepares agendas, minutes, and presentations for meetings as directed by the supervisor. Manages administrative support tasks such as timekeeping, ADPAC duties, work orders, supplies, etc.

Responds to inquiries from staff and stakeholders with appropriate routing and/or feedback.

Handles problems of procedural and general nature, tactfully referring calls and concerns to appropriate areas or resolving issues independently.

Meets the needs of customers while supporting VA missions. Consistently communicates and treats internal and external customers in a courteous, tactful, and respectful manner.

Provides internal and external customers with consistent information according to established policies and procedures.

Handles conflict and problems in dealing with customers constructively and appropriately.

Maintains director's personal file of correspondence, investigations, information, effectiveness reports, and similar subjects, in adherence with records management guidance.

Manages purchase order requests from director's control point fund, in compliance with established policies and regulations.

Follows applicable regulations and instructions regarding access to computerized files containing sensitive data and protects data from unauthorized release.

Establishes priorities to ensure deliverable dates are met. Maintains suspense systems to ensure items assigned for action are completed and submitted on time.

Research information from a variety of sources including correspondence files, on-line agency documents, medical center services, etc. to present accurate summary information to supervisor.

Coordinates information with internal services as well as external customers, such as UK, VISN, VACO, and Congressional offices.

Utilizes modern techniques of automation and office management, to include word processing, telecommunications, data processing, electronic mail, etc.

Sends and receives various types of correspondence, both written and electronic, including replies to Congressional inquiries, White House correspondence, VA Central Office referrals, letters from Veterans, visitors, vendors, etc.

Correlates data into useful format using Microsoft Word, Excel, Access, PowerPoint and other software applications. Creates spreadsheets with formulas and charts or graphs.

Maintains director's Outlook calendar and schedules appointments. Performs other duties as assigned.

Promotion Potential: 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: Monday-Friday 7:30am-4:00pm Telework-ADHOC: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD300710 and PD073930 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized