Secretary (OA)

Full Job Description

This position is located in the Veterans Administration (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), VA Medical Center Richmond Virginia Executive office.

The incumbent provides executive level administrative and secretarial services to the supervisor and provides direction to subordinate clerical and administrative staff.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/04/2026.

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.

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: Completing administrative work for executive management in a health care setting.

Prioritizing, coordinating support, and completing tasks within established timeframes.

Utilizing office automation equipment such as computers, telephones, conference equipment, copiers, and fax machines. Following complex administrative procedures.

Developing and implementing office procedures, policies, and practices. Preparing reports, correspondence, memoranda, and other forms of written communication. Interfacing with outside organizations.

Referring visitors and callers to appropriate staff. Instructing others on procedural requirements of a job. Serving as a liaison to convey information.

Preferred Experience: Serves as a source of guidance for the COS and all Service Chiefs by providing accurate, timely information on procedures, reports, and other matters necessary in implementing policies and procedures.

Serves as ADPAC. Performs duties as PIV Sponsor. Serves as Electronic Document Management System Manager (EDMS).

Selective Placement Factor: Serves as the CVHCS Liaison for the ExtraView Action/Suspense Tracking System and Issue Brief Tracking System managed by the VA Mid-Atlantic Health Care Network VISN 6 Action Group.

Prepare, review, edit, process and archived all official correspondence and documents transmitted through the Senior Executive Office for review, approval and signature.

Performs duties as timekeeper for multiple personnel and knowledge of VATAS. Quality Ranking Factor: Skilled in administrative and managerial procedures.

Proficient in a wide range of computer software used by the VA to include MS Office Suite, VISTA, CPRS, EXCEL and other applications.

Typing Speed Requirement: Applicants must show possession of a minimum 40 words per minute (WPM) typing speed.

Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certifications by the Office of Personnel Management, or by self-certifying their proficiency.

Physical Requirements: Duties are typically sedentary in nature, however there may be some walking, standing, bending, and carrying of light items like papers or books.

The work environment involves everyday risks or discomforts, requires normal safety precautions, and is adequately lighted, heated, and ventilated.

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:

Major Duties include but are not limited to: Exercises control over supervisor's appointments with complete authority for commitments of time.

Makes appointments; cancels and accepts invitations; checks requirements for engagements. Maintains a calendar of future events for up to the next 12 months.

Scheduling conferences involving a large number of staff.

Receives and processes all correspondence and documents transmitted through the Executive Office for review, approval, and signature, establishing controls on certain items.

Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper formant, contains correct grammar, and if applicable, that staff coordination has been completed.

Composes and types, in final form, official correspondence based on a knowledge of supervisor's views, desires, and past precedent cases; and form verbal instructions, prepares special reports, data, or correspondence using a personal computer with a wide variety of software.

Assumes responsibility for ensuring requests for action or information from the Executive Office are made known to the responsible personnel on order to satisfy the request.

Monitors resulting activities for the purpose of briefing the supervisor, and decides whether matters should be brought to the supervisor by providing accurate, timely information and advice on procedures, reports, requirements, and other matters necessary to implement policies, directives, and instructions for the VAMC.

Reviews communications and develops standard paragraph and form letters. Provides coverage for other executive level administrative supports staff as needed.

Maintains a historical file of the names and background information of civilian dignitaries in the surrounding communities with whom supervisor communicates.

Received telephone calls and greets visitors to the office. Makes arrangements for travel, meetings, and community events.

Maintains timecards, initiates personnel actions and overtime actions, and ensures appraisals, standards, etc., are done on a timely basis for the supervisor's subordinate staff.

Work Schedule: FT Monday-Friday, 8:00a-4:30p Position Description/PD#: Secretary (OA)/PD02753A Physical Requirements: The work is basically sedentary.

However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.