Secretary (OA)

Summary

The position is located in the Veterans Administration (VA) - Veterans health Administration (VHA) - Mann-Grandstaff VA Medical Center (VAMC). The incumbent gives clerical support to the Associate Medical Center Director - fiscal - logistics - human resources and voluntary services - as well as to the other direct reports to the Office of the Associate Director as needed.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/04/2026. 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-6 position you must have served 52 weeks at the GS-5. For a GS-7 position you must have served 52 weeks at the GS-6. For a GS-8 position you must have served 52 weeks at the GS-7. 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: GS-6 Specialized experience: equivalent to at least the GS-5 level - that demonstrates the following: Experience performing clerical - secretarial or administrative functions in a medical environment; reviewing correspondence for procedural - grammatical and/or typographical accuracy; performing administrative support work such as program or office planning; triaging incoming calls - and maintaining filing systems; and organizing - scheduling and handling logistics for conferences - meetings - interviews. GS-7 Specialized experience: equivalent to at least the GS-6 grade level that demonstrates: Experience with a range of common clerical practices and procedures sufficient to file materials and obtain requested information. Experience with the organization and functions of the office in order to perform all of the procedural work; experience with the duties of the staff sufficient to perform non-routine clerical tasks; experience coordinating the work of the office with work of other offices. Knowledge of grammar - spelling - punctuation and required formats sufficient to recognize and correct errors in correspondence and reports. GS-8 Specialized Experience: equivalent to at least the GS-7 grade level that demonstrates: Experience with the administrative concepts - principles and practices sufficient to independently eliminate conflict and duplication in extensive office procedures. Experience with the office's routines and procedures sufficient to receive and refer phone calls and visitors to staff members. Experience with a range of common clerical practices and procedures sufficient to file materials and obtain requested information; the organization and functions of the office in order to perform all of the procedural work; the duties - priorities - commitments - polices and program goals of the staff sufficient to perform non-routine tasks such as locating and summarizing information from files and documents that are relevant to the problems at hand. experience coordinating the work of the office with work of other offices. Knowledge of grammar - spelling - punctuation and required formats sufficient to recognize and correct errors in correspondence and reports. Please note: In addition to meeting experience requirements - applicants for this position must show possession of the following proficiency: Ability to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test - presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office - or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Preferred Experience: Experience working as an office manager coordinating high-stakes meetings and agendas - managing confidential information and compliance - managing calendars and travel. Experience in interdepartmental communication and workflow optimization. Experience utilizing Microsoft Office Suite - office automation - and data management. Experience handling sensitive information - risk mitigation - and ensuring compliance with legal and ethical standards. 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/.

Duties

• 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
• Duties include but are not limited to the following: Exercises exclusive control over the Associate Medical Center Director's appointments with complete authority or commitments of time
• Arranges meetings for the Associate Director and keeps the calendar current
• Establishes priorities - sets up - reschedules - or refuses appointments - accepts or declines invitations to meetings - and arranges for representation by a subordinate official when that is desirable
• Prepares agendas and types minutes of various committee meetings for which the Associate Medical Center Director is responsible
• Maintains current files of all committees the Associate Medical Center Director participates in
• For committee meetings which the Associate Medical Center Director is responsible for - ensures the committee structure is being adhered to
• Aids and trains committee chairs as needed in compiling and updating charters - committee policies - reporting templates and other committee-specific routine documents as needed
• Updates committee action items - tracking them to completion within each committee as needed
• Follows up on projects resulting from conferences to ensure that schedules are met and reports progress to managers
• Composes correspondence on own initiative - based on a knowledge of superior's views and desires
• Assembles correspondence including: memoranda - letters - and other data or correspondence
• Composes routine correspondence for signature of the Associate Medical Center Director
• Reads and screens all correspondence for the Associate Medical Center Director
• Reviews correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations - grammar - format - and special policies of the medical center
• Receives and carefully scrutinizes incoming and outgoing correspondence
• Returns such communications to the originator for correction when not in conformance with known policies or correspondence regulations
• Gives advice and instructions to subordinate offices through discussions with author or staff to obtain higher degree of compliance with general medical center policies and correspondence regulations
• Maintains suspense on replies/reports to ensure that actions are completed when required
• Obtains information required by management from various sources within the VA - requiring a comprehensive knowledge of the VA's complex organizational structure
• Collects such information - presenting in its original form or editing and revising as necessary
• Sends out union 10-day review - and prepares for tetrad review and signature
• Work Schedule: Monday - Friday - 07:30 am to 4:00 pm Compressed/Flexible: Not available Telework: Not available Virtual: This is not a virtual position
• Position Description/PD#: Secretary (OA)/PD703240 - PD703250 - and PD703260 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO): Not authorized