Secretary (OA)

Summary

The position reports directly to the Executive Assistant to the Chief of Staff and provides administrative and staff assistance to the Chief of Staff. The Chief of Staff's office is responsible for a Veterans Affairs Medical Center, Community Based Outpatient Clinics (CBOCs), an increasing research program and an active educational program which includes affiliation agreements with multiple colleges, universities, and schools as well as an accredited Continuing Medical Education (CME) program.

Duties

Maintains files and records in an efficient, complete, and easy-to-retrieve manner. Prepares and/or reviews outgoing correspondence for signature(s) of the Chief of Staff, Deputy Chief of Staff, Executive Officer to the Deputy Chief of Staff, and other Pentad members for proper format, accuracy, and completeness, adherence to procedural instructions, grammar, typographical errors, and necessary enclosures. The person is intricately involved in customer service activities rising to the level of the Office of the Chief of Staff and must possess a high degree of skill in oral and written communication as well as interpersonal relations. Performs timekeeping duties for assigned Time and Leave Units for service chiefs of clinical services and other personnel assigned to the Chief of Staff Service. Responds to routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Serves as recording secretary to a variety of different committees that require cognizance of the programs and that impact the overall operation of the Medical Center, i.e., Medical Executive Board, Controlled Substance Review Board, Medical Dental Staff Meeting, Integrated Ethics Committee, and Access Oversight Committee. Discretion and confidentially is required in some situations. Screens all calls and visitors with skill, tact, and sound judgment, independently handling most requests and problems on own initiative, referring to appropriate service chief or staff member and forwarding to the Chief of Staff only those calls or visitors requiring his attention. Maintains suspense file on items requiring Chief of Staff's concurrence approval, which have been staffed out to service chiefs of clinical services for reply/action. Receives, schedules, refers, and contacts patients, beneficiaries, and members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication, including but not limited to publications, regulations, and directives. Determines those that can be acted on and takes necessary action. Other duties as assigned Work Schedule: Monday-Friday 8:00-4:30pm, 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. Position Description/PD#: Secretary (OA)/PD032880 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS):Not Authorized PCS Appraised Value Offer (AVO):Not Authorized Physical Demands Must be physical and mentally alert in order to perform the duties of the secretary to the Chief of Staff. The work is primarily sedentary, however there is some walking, bending, and carrying of light items such as files, manuals, medical records, etc. Work Environment Work is performed in an office setting. Work is often stressful due to volume, very short turnaround time, and numerous interruptions.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/06/2026. 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. 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-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: Reviews, analysis, manage incoming actions, correspondence and taskers for accuracy, required coordination, suspense dates and follow up actions. Independently manages a senior leader's calendar, schedules meetings, conferences, appointments and coordinating travel. Applies knowledge of policies, administrative regulations, and organizational structure to interpret guidance, implement procedural changes, and ensure compliance with program requirements. Prepares written materials such as reports, technical papers, and background information with clarity and accuracy. Uses Microsoft applications (Word, Excel, Power point) and VA systems such as VISTA to prepare documents, track actions, and manage electronic files. Serves as a timekeeper. 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. 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-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. 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/.

Education

There is no educational substitution at this grade lev