About this role
Job SummaryThe Secretary (OA) provides full administrative support to the Chief, Health Information Management System (HIMS), and serves as the first contact to the Service through telephone customer service interactions. The incumbent personally responds to routine, non-technical and, at times, technical requests for information concerning Business Office, HIMS functions.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/12/2026. You may qualify based on your experience and/or education as described below. SPECIALIZED EXPERIENCE: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Specialized experience is defined as: Organizing and maintaining office filing system; Securing sensitive and critical files both electronically and in paper files. Reviewing and compiling data. Using computers, software applications, databases, and automated systems to accomplish work. Preparing and developing materials for formal letters, memorandum, and reports; Responsible for correct grammar, spelling, and format. NOTE: We will not make assumptions when reviewing applications. Please see the Required Documents section of the announcement for resume requirements. Your experience must be fully documented in your resume and must include job title, duties, month and year start/end dates AND hours worked per week to receive proper evaluation. If any positions held are federal positions, you MUST indicate which GS level you held in the position(s). OR EDUCATION: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education above high school. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR COMBINATION: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. 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 DutiesThe core duties of this position include but are not limited to: Oversees all on-site office calls, emails, visitors, and correspondence. Maintains the Leadership member's calendar, scheduling meetings/appointments on own initiative. Reviews all correspondence for accuracy for Leadership member, determines any necessary action, routes, tracks, and follows up on requests. Exercises judgment as a buffer and liaison between member and other personnel based on written/unwritten office policy and practices. Coordinates conferences and meetings, develops agendas, and attends meetings and conferences. Prepares summaries, minutes, and follows up with meeting participants to ensure necessary actions are implemented in a timely fashion. Prepares and develops materials for formal letters, memorandum, and reports which requires knowledge of Departmental functions and procedures governing preparation of executive correspondence. Responsible for correct grammar, spelling, and format. Develops work processes for tracking and controlling large variety of correspondence for Service and reviews data collected with intent to determine trends for resolutions. Performs clerical duties for office support. Organizes and maintains office filing system and procures supplies and equipment. Maintains and secures sensitive and critical files both electronically and in paper files. Work Schedule: Monday - Friday | 7:30 AM CST - 4:00 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD707100 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not AuthorizedRequirementsYou must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.