Secretary (OA)

Full Job Description

The primary purpose of the position is to serve as the office manager for the Deputy Medical Center Director functioning as the designated principal office clerical or Administrative support position in the office, operating independently of any other such position in the office.

The incumbent will perform a variety of duties in support of the Deputy Director (a Senior Executive Service employee).

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.

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: Prepares a wide variety of recurring and nonrecurring personal and executive reports and other documents from information obtained from staff, files, and other sources; Drafts, reviews and processes incoming and outgoing correspondence, reports, and other materials; Manages calendar, sets priorities and schedules appointments and travel arrangements based on known priorities; Uses multiple office automation software with varied functions to produce a wide range 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; Serves as primary timekeeper, enters overtime and/or compensatory time requests as appropriate and prepares memorandums as needed regarding tour of duty changes, etc.; establishes and maintains filing system.

In addition to meeting the experience requirements, you must be able to type at least 40 words per minute.

You will be rated on the following Competencies for this position: Organizational Awareness Attention to Detail Customer Services Flexibility Writing 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: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work.

Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site.

Incumbent may carry and lift light items weighing less than 15 pounds.

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/.

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: Serves and supports the Executive Office secretaries and advises medical center clerical and administrative support staff on administrative policies and procedures.

Performs coordinating and supportive responsibilities to ensure effective functioning of clerical processes in the office. Responsible for the management of day-to-day administrative activities.

Manages the flow of all system-wide correspondence, mail, and electronic mail. Assist in the organization of training and learning sessions encompassing all administrative assistants and secretaries.

Provides experience advice on correspondence preparation, file maintenance, and other administrative issues within the medical center, VISN, and VACO-established guidelines.

Maintains a library of written instructions, reference materials and relevant background material. Establishes and maintains subject matter files and records for the Executive office.

Performs Automated Data Processing Application Coordinator (ADPAC) and related work.

Assists with the Talent Management System (TMS) by coordinating assignments for web-based educational courses, and monitors employee training records for compliance.

Collaborates with Contracting Office representatives, serves as the designated Fund Control Point of contact. Serves as the primary timekeeper for the office.

Coordinates regular and unscheduled site visits . Controls the scheduling of the Deputy Director's calendar. Sets priorities and schedules appointments and travel arrangements as required.

Establishes meeting schedules, develops agendas, compiles data, coordinates participants, and presenters attendance along with logistical requirements.

Uses automated systems and various software packages to accomplish work.

Work Schedule: Monday - Friday 8a-430p Position Description/PD#: Secretary (OA) / PD002370 Virtual: This is not a virtual position Relocation/Recruitment Incentives: Not Authorized.

Critical Skills Incentive (CSI): Not approved. Permanent Change in Station (PCS): Not Authorized.