About this role
Job SummaryThe Executive Secretary performs a variety of clerical and administrative duties which are auxiliary to the work of the organization and provides assistance to the Associate Director of Resources and other administrative technical staff. The incumbent is the primary office support staff member for both directors (and operates independently of any other such position in the office and/or as a team with the other secretarial support staff, as necessary.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/22/2026. 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-07 position you must have served 52 weeks at the GS-06. 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: To qualify for this position at the GS-07 level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience greeting and interacting with a variety of individuals from high-ranking executives to lower level employees; experience in an office or medical environment assisting in secretarial duties; answering incoming telephone inquiries and correspondence; composing, proofreading, and editing correspondence, memorandums, policies, etc.; ensuring all correspondence, memorandums, policies, etc. contain correct format, grammar, spelling, and punctuation; utilizing microcomputer programs, such as Microsoft Office (Word, Excel, PowerPoint, and Outlook); scheduling appointments and conferences; interpreting rules, regulations, and policies To qualify for this position at the GS-08 level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience greeting and interacting with a variety of individuals from high-ranking executives to lower level employees; experience in an office or medical environment performing progressively complex secretarial duties; answering incoming telephone inquiries and correspondence; composing, proofreading, and editing correspondence, memorandums, policies, etc.; ensuring all correspondence, memorandums, policies, etc. contain correct format, grammar, spelling, and punctuation; utilizing microcomputer programs, such as Microsoft Office (Word, Excel, PowerPoint, and Outlook); scheduling appointments and conferences; interpreting rules, regulations, and policies 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 DutiesThis incumbent serves as the Secretary (OA) for the Associate Director of Resources. The secretary has extensive responsibility for coordinating work within the organization, where procedures and administrative controls are equivalent to those typical of a large, complicated office. Duties include, but are not limited to: Acts as office liaison, handling communication with persons, and/or groups within and outside of the facility. Reviews correspondence for appropriate disposition, gathering information and using knowledge of healthcare system's policies and other regulations when composing replies. Ensures accurate identification, reporting, trending, and education to provide efficient operations and protection of resources. Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical correctness. Coordinates arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited. Monitors suspense items and follows them to a timely completion. Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems, and either prepares the response or follows up to ensure timely response by others. Alerts appropriate staff officials on new, updated and/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response. Screens all visitors and telephone calls from within the facility, VISN, Central Office, congressional staff, veteran service organizations, local agencies, Veterans and their families, Federal agencies, State agencies, etc. Performs administrative work, which includes management of the office schedule and day- to-day plans. Develops routine plans and schedules using standard references and existing information. Exercises exclusive control over the Executive's appointments/calendar to set availability and priorities. Instructs and assists secretaries in the administrative and clerical offices on correct correspondence preparation and procedures. Directs the establishment and maintenance of the file and publications system of the Director's office, assuring compliance with governing regulations. Serves as timekeeper for assigned employees. Work Schedule: Monday - Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA) - Executive Secretary/PD003081 and PD03081T 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 or 2-year trial 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.