Secretary (OA)

Full Job Description

This position will performs as the Executive Secretary and Principal Office Assistant to the Medical Center Director at Bruce W Carter Department of Veterans Affairs Medical Center in Miami, Florida.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026.

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-09 position, you must have served 52 weeks at the GS-08. 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.

Physical Requirements: The work is sedentary. There may be occasional carrying of light objects, such as files, papers, and books.

No special physical qualifications are required except ability to reach or stoop to lift or obtain files and to be able to communicate effectively with a wide variety of people.

There may be need for extended hours on occasion due to emergency situations or emergency operations.

The work is performed in an office setting; however, angry/upset patients and their family members may present a confrontational situation on occasion.

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: Attends meetings and conferences with the Medical Center Director, taking notes or transcription of the proceedings.

Candidate must be able to demonstrate excellent grammar, writing and composition skills. Preferred previous experience at the executive level in a large organization.

Screens incoming directives, being alert to changes in policies and procedures notifying appropriate staff officials of the need for information and/or recommendations, either prepares the responses or follows-up on procedural materials to ensure a timely response.

Exercises exclusive control over the Medical Center Director's appointments/calendar, with complete authority to commit time.

Screens all visitors and telephone calls to the Medical Center Director from the VISN, Central Office Congressional Staff, Veteran's Service Organizations, other Federal/State/Local agencies/organizations, answering questions or referring them to the Director or to staff members as appropriate.

Acts as the Office Manager for the Director's suite, which includes but not limited to the Secretary to the Associate Medical Center Director and the Secretary to the Assistant Medical Center Director, and ensures that practices and procedures used by secretaries in subordinate offices are consistent with those of the Director's Office.

Receives all correspondence addressed to the Medical Center Director; ensures routing forms, memoranda, and correspondences are ready for the Medical Center Director's signature.

Makes all necessary travel and accommodations arrangements timely and accurately for the Director's travel, arranging schedule of visits, making transportation and hotel arrangements, and notifying organizations and officials to be visited.

Prepares all agendas and minutes for the Director's meetings, including the monthly staff meetings.

Trains all medical center Secretaries in correspondence preparation, meeting minutes per hospital policy, travel procedures, etc.

Directs the establishment and maintenance of the file and publications system of the Director's Office, assuring compliance with governing regulations.

Serves as the timekeeper for the Medical Center Director's immediate staff and alternate timekeeper for the Director's Suite. Work Schedule: Monday through Friday; 8:00 a.m. to 4:30 p.m.

Virtual: Ad-Hoc Position Description/PD#: Secretary (OA)/PD067360 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

Financial Disclosure Report: Not Required.