Secretary (OA)

Full Job Description

The purpose of this position serves as a personal assistant to the Medical Center PENTAD member assigned to direct the activities of clinical services and programs of this tertiary care facility.

Assists the assigned PENTAD member so that they may work as a unit with the Medical Center Director to assure the effective clinical operation of the facility.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/17/2026.

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 (One Year) 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.

SPECIALIZED EXPERIENCE: Possess one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position?

To be creditable, this experience must have been equivalent to at least 52 weeks (1) one year at the GS-7 level in the Federal service.

Specialized experience includes; but not limited to.........Receiving visitors and telephone calls to the office; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and maintaining files.

Type 40 words per minute. 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.

You may qualify based on your experience and/or education as described below: 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 not limited to......

Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

Formal clearances are required to manage outside contacts and their impact on programs.

A significant amount of time is spent in public contact work because the program/mission of the organization is to interlock with other organizations or agencies.

Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions.

Informs them of the supervisor's views on current issues and programs. Processes incoming and outgoing materials such as correspondence, reports, memorandums, and other forms of written communication.

Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.

Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information.

Advises the supervisor of important office issues arising during the supervisor's absence, and brings significant items in reports, files and correspondence to the supervisor's attention.

Schedules appointments, coordinates meetings, and/or schedules conferences.

Provides general calendar maintenance, clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently.

Attend meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings.

Arranges for meeting space, speaker, and support arrangements for large conferences.

This includes the performance of such activities as writing letters to the speakers and participants, arranging hotel accommodations, transportation to a from the meeting site, social arrangements, and secretarial/clerical support.

Obtains and monitors the use of services, supplies, or equipment for the office.

Subsequently, acquires the equipment and services using procedures to procure, authorize, control, and justify these purchases. Serves as timekeeper for multiple offices.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Compressed/Flexible: N/A Telework: 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)/PD12861A Relocation/Recruitment Incentives: Not Authorized PCS Appraised Value Offer (AVO): Not Authorized