The Secretary reports to and provides clerical and
administrative support to the Associate Director.
Learn more about this agency
Reports and Correspondence
* Screens all incoming correspondence and reports. Obtains
background information on incoming correspondence, assembles and
summarizes information * Coordinates and assures timely completion
of all reports, correspondence and personnel actions. * Responsible
for review and final preparation of all outgoing correspondence,
reports, etc. Documents prepared in other areas are reviewed to
ensure correct grammar, spelling, punctuation, format and style. *
Transcribes letters, memorandums, and reports from dictated
material, voice recording, and handwritten drafts into final form.
* Prepares routine correspondence in connection with administrative
activities, such as delegations of authority, and memos of
compliance with directives (authorized tours of duty, timekeeper
designations, requests for information, etc.) * Assists in
preparation of special projects, researches files, assembles
necessary materials, etc.
Communication and Diplomacy
* Serves as patient representative and demonstrates creativity
and initiative in resolving consumer problems expeditiously to
ensure a high level of customer satisfaction. * Serves as a
resource for other services' secretarial staff regarding
appropriate formats for reports, correspondence, etc. * Incumbent
must demonstrate tactfulness, diplomacy, and politeness to all
individuals seeking assistance or information from the Associate
Director. * Acts as a resource person for staff in administrative
matters dealing with correct office procedures, proper formats for
various letters and reports, timekeeping regulations, locating
specific health care system directives, agency policies and
Personnel Actions & Timekeeping
* Ensures all Requests for Personnel Action forms concerning the
AD & matrixed personnel are promptly prepared & submitted to Human
Resources. Ensures prompt distribution of notices for personnel
changes, & proper maintenance of employee cards. Coordinates
presentation of special awards, service pins, incentive awards, &
complimentary letters during staff or special meetings. *
Responsible for timekeeping duties for all full-time, part-time
employees & fee basis employees under. Handles all assorted tours-'
of-duty for each individual and enters changes of tours as they
occur. Creates leave analysis as requested for certain individuals.
Provides Travel Authority documents, Jury Duty, SF-71 forms, and
assorted medical information as required to the Payroll Office for
each employee's file. Maintains tour of duty list for Management
Staff employees. Provides technical information regarding time and
attendance to Management Staff employees.
Calendar and Meeting Coordination
* Maintains a calendar of appointments, meetings, conferences,
and deadlines for the Associate Director. Schedules or reschedules
appointments and meetings. * Ensures the AD is informed of
deadlines, follow-up actions, appointments, etc. * Coordinates
meetings, appointments, and assembles support materials and
notifying attendees. * Serves as recorder & assists in the
coordination of activities of committees, including: preparing
agendas & handouts; transcribing, finalizing and distributing
meetings minutes; maintaining listing of committee members, phone
numbers, & mail routing symbols & fax numbers; preparing follow up
memos regarding actions & recommendations; maintaining suspense for
agenda items to be presented; maintaining committee files; &
notifying members of all schedule changes & due dates.
Training and Travel.
* Responsible for arranging official travel for the Associate
Director. Prepares travel requests, arranges travel itineraries,
modes of transportation and computes the estimated cost of travel
and per diem. * Monitors, coordinates, and documents mandated
training for the Associate Director staff * Requests, records, and
reports all training received by the Associate Director staff.
These duties include: preparing request for funds for registration
fees and travel expenses, administrative leave, and vouchers for
reimbursement; and preparing training reports for inclusion in the
employee's Official Personnel File.
Work Schedule: Monday - Friday, 8:00am - 4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA) AD/PD00067O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Occasional travel - You may be expected to travel for this
* Job family (Series)
* Office Secretaries * Secretaries, Office
Conditions of Employment
* You must be a U.S. Citizen to apply for this job * Selective
Service Registration is required for males born after 12/31/1959 *
You may be required to serve a probationary period * Subject to
background/security investigation * Selected applicants will be
required to complete an online onboarding process
To qualify for this position, applicants must meet all
requirements by the closing date of this announcement,
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)
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: providing timely advice, counsel, and
recommendations on procedures, and report requirements consistent
with the VISN, VHA and VA policies, directives, guidelines and
instructions. Appling a thorough knowledge of the organization,
policies, procedures, operations, and functions. Independently
preparing, developing and finalizing various recurring reports,
determining and modifying format, content, and frequency
requirements; independently composing and preparing non-technical
correspondence, organizing and planning the activities of an
office; maintaining suspense systems to ensure items assigned for
action are completed and submitted on time; reviewing
correspondence and documents prepared for signature by management
to ensure compliance with regulations, rules of grammar, format
guidelines, and special policies of the facility, returning to the
originator and advises writer of inadequacies and/or advises the
writer of any deviations or inadequacies; forwards final version;
meets and works with individuals at different organizational levels
and persons of diverse backgrounds; using computer software such as
database, spreadsheets, and graphic programs.
You will be rated on the following Competencies for this
* Customer Service * Reading * Writing
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: Light lifting and carrying (under 15
pounds), Reaching above the shoulder, use fingers, both hands
required, walking and standing (1 hour), repeat bending (1hour),
climbing, legs only (1hour), Near vision correctable at 13" to 16"
to Jaeger 1 to 4, Far vision correctable in one eye to 20/20 and to
20/40 in the other, both eyes required, hearing (aid
For more information on these qualification standards, please
visit the United States Office of Personnel Management's website at
There is no educational substitution at this grade level.