Secretary (OA)

The Executive Secretary provides a wide variety of administrative support for the work performed in the Office of the VA Loma Linda Healthcare System (HCS) Director. The incumbent is the primary administrative support to the Director who possesses ultimate responsibility for all aspects of the HCS operations. The incumbent serves as the administrative subject matter expert for all secretarial staff within the facility.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/08/2026.

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. 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.

For Office Automation (OA) positions, qualified applicants must type at least 40 words per minute.


You may qualify at the GS-08 grade level 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. This is a developmental assignment to provide the individual with the knowledge, skills, and abilities needed to perform the full range of duties. This is a developmental position and the full performance level is Secretary (OA) GS-0318-09. Examples of specialized experience would typically include, but are not limited to: executive administration, training staff, policies, written and oral communications, reports, MS word and related software, guidance, transcribe, handwritten notes, meeting minutes, electronic calendars, and scheduling.

You may qualify at the GS-09 grade level 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-08 in the normal line of progression for the occupation in the organization. This is the full-performance level of the position. Examples of specialized experience would typically include, but are not limited to: executive administration, training staff, policies, written and oral communications, reports, MS word and related software, guidance, transcribe, handwritten notes, meeting minutes, electronic calendars, and scheduling.

Preferred Experience:

High-level administrative support, coordinating complex executive calendars, arranging multi-leg travel and organizing large-scale meetings or conferences. Drafting non-technical correspondence, compiling reports, preparing briefings, and formatting materials in narrative or tabular form. Serving as principal office support, screening information, responding to requests, and directing work in alignment with executive priorities.

From SHRM guidance, the following skills are strongly preferred:

Advanced communication, both written (clear letters, memos, reports) and verbal.

Superior organizational skills and attention to detail.

Time management - meeting deadlines in a fast-paced environment.

Office systems proficiency, especially Microsoft Office Suite; capable of learning new software quickly.

Typing skills, often expected at a strong rate (e.g., 50wpm)

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/.

Responsibilities:

Duties include, but are not limited to:

• Acts as the lead office manager for the Director's Office and ensures that the practices and procedures used by administrative staff in subordinate offices are consistent with those of the Director's Office.
• Provides specialized training for all subordinate level administrative staff.
• Monitors the quality and timeliness of administrative production by reviewing all correspondence submitted to the Office.
• Acts as the HCS primary resource person to all administrative staff when question arise concerning VA/VHA or HCS policies and procedures relative to administrative production.
• Manages day-to-day activities of the Office.
• Has exclusive control over the Director's schedule and calendar using own initiative and judgement in determining priorities for appointments and activities.
• Screens all call and visitors, answering most questions and completing most business involving established policy.
• Utilizes office automation equipment and processes.
• Serves as alternate purchase cardholder.
• Oversees the Financial Management Service unannounced audit system by appointing designated staff to conduct such quarterly audits.
• Serves as alternate timekeeper for the Office.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday, 0730-1600
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD02822O
Relocation/Recruitment Incentives: Not Authorized.
Critical Skills Incentive (CSI): Not Approved.
Permanent Change of Station (PCS): Not Authorized.

Salary : $65,148