Secretary (OA)

Summary

This position is the responsible for planning, coordinating and accomplishing a wide variety of administrative functions and matters involving formulation, implementation and evaluation of procedures relating to operations of the Deputy Director and in support of all senior leadership including the Medical Center Director.

Duties

Provides administrative support and general assistance to the Medical Center, Deputy Director, corporate functions, managers, and supervisors. The employee assists with schedules and respond to administrative problems brought to the Supervisor's attention by members of the staff management officials and outside the organization or the agency. Serve as timekeeper for Deputy Director's staff and be responsible for the input of time and attendance for all Medical Center Deputy Director's Service Chiefs and with guidance from the supervisor, review and analyze incoming staff actions and decision correspondence. Based on analysis of content of incoming actions, research and knowledge of functional assignments throughout the organization, assign actions to appropriate staff with specific direction concerning type of response required, requirements and coordination with other staff elements. Exercises exclusive control over supervisor's calendar regarding meetings, conferences, appointments, travel and screen calls and visitors with business involving established policy and routine matters. Assists supervisor in coordinating efforts to ensure patient concerns are received, evaluated, and addressed in a timely and effective manner by the appropriate subject matter experts. Serve as the ADP AC for Office of Deputy Director corporate function, and s provide support to VISTA and Windows software, primary support specialized software and first line equipment support and troubleshooting. Review and assist in the development and preparation of requests for resources based on priority, planning resource allocation, tracking resource usage and productivity, improving allocation, and measuring effectiveness of resources; Prepare agenda based on request and supporting documentation and maintain Jogs or a tracking system of all follow-up actions with the Resources Management Committee including but not limited to specific reports, statistics, and other comparative workload data. Establish priority of actions based on the sensitivity of the subject matter, suspense dates and other pertinent data. Perform research for others involving comprehensive searches for pertinent information from records and files within the Deputy Director's Office, other organizational segments and outside the organization. Assist with Jong-range and annual work planning and Director-level Strategic Planning and provide definitive guidance in recommendations for resolution of problem analysis. Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Work Schedule: Monday-Friday; 7:30am-4:00pm; Subject to change based on the needs of the facility. Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD07222O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2026. 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: Experience preparing committee/meeting agendas and creating minutes. Experience with correspondence like patient letters, congressional responses, memorandums, etc. Experience with Action Items (creating them, tracking them, responding to them) Experience managing the calendar for a supervisor, service chief, pentad, etc. Customer Service overall, but notably with Veterans/Patients either over the phone or in person. You will be rated on the following Competencies for this position: Administrative and Management Computer Skills Planning and Evaluating Communication 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 primarily sedentary. There will be some walking, standing, bending, and carrying light items and shall involve travel to other locations. Work Environment: The work is performed in an office setting involving everyday risks or discomforts that require normal safety precautions deemed necessary. Typing Requirement: Applicants for this position must show possession of the following skill: 40 words per minute typing speed. Applicants may meet these requirements by self-certifying their proficiency. You should be aware your self-certification of possession of this skill is subject to evaluation and verification. 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/. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-bas