Secretary (OA) - Dental Service

Clarification from the agency

This announcement is open to current permanent VA Employees and Career Transition Assistance Program (CTAP) eligibles. First consideration will be given to North Texas VA employees then all other VA employees.

Major duties include but are not limited to:

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements. Independently composes and prepares nontechnical correspondence such as requests for information concerning Dental Service mission and programs; office procedures; and letters of acknowledgment, commendation, or notification. Prepares and coordinates Dental Service memoranda and policy. Attends Dental Service staff meetings and other committee/workgroup meetings as required. Prepares and distributes agenda, takes notes and prepares minutes. Prepares performance evaluations and correspondence to the union. Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Coordinates/forwards correspondence to appropriate office updating the tracking system and suspense files as required. Receives, reviews, and processes mail and correspondence for the Chief and the administrative team (includes, the Assistant Chief, Dental Service, Administrative Officer, Dental Residency Coordinator). Screens incoming mail to identify what needs to be brought to the attention of the Chief or other supervisors; referred to another Dental Service employee or site of care; rerouted to other Service(s)/offices for response or handles personally.

Maintains Supervisor's calendar and schedules appointments and meetings based on knowledge of workload and issues of importance and schedules meetings and/or conferences including those involving staff from outside Dental Service. Independently notes and follows up on commitments made at meeting and conferences by staff members. Schedules appointments and meeting without prior approval based on personal knowledge of the supervisor's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary.

Performs other clerical and administrative work in support of Dental Service. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office. Serves as liaison between the supervisor and subordinate sections. Provides advice and guidance to staff on administrative, clerical, and procedural requirements and instructions. Updates tracker or suspense files. Independently makes travel arrangements for the Chief and using CGE (Concur), making reservations, and preparing travel order and vouchers based on the known preferences of the traveler and in accordance with appropriate travel regulations.

Serves as Dental Service Automated Data Processing Application Coordinator (ADPAC). Provides a variety of user support assistance such as training new staff on how to use the Dental software and equipment and troubleshoots when staff experience problems using and accessing the various VA and Dental Service automated systems (CPRS) and software. Troubleshoots and resolves problems staff encounter with software applications and/or equipment. Provides equipment support for the Service including conducting and maintaining the inventory, requesting repair and maintenance, and requesting new equipment system support for Dental systems. Conducts equipment inventory using handheld bar code label scanner or equipment, ensuring programs are updated as necessary, creating menus and reports, and troubleshooting problems; and creating and maintaining the VANTHCS, Dental Service web page. Training support includes developing and monitoring the Dental Service training plan; tracking employee training; and participating in the development and delivery of in-service training.

Responsible for coordination of all processes relating to the processing of incoming residents, fellows, students, and other trainees who will be rotating through the service. Works with Education Service and HRMS to ensure all requirements including privacy and security training, verification of background checks, etc. are met prior to entry into the respective training programs. Maintains records of attendance during rotations for various types of trainees during the academic year.

Work Schedule: Monday through Friday, 7:30am to 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA) - Dental Service/PD035500
Relocation/Recruitment Incentives: No Authorized
Critical Skills Incentive (CSI): Not Available
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: A pre-placement physical examination is not required.
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/20/2026.

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-06 position you must have served 52 weeks at the GS-05. 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.

Typing Proficiency: You must be able to type at least 40 words per minute. In addition to the Typing Proficiency, you must possess the Specialized Experience as described below:

Specialized Experience for GS-06: Do you possess one year of specialized experience, equivalent to at least the GS-5 level in the Federal service, that equipped me with the knowledge, skills, and abilities (KSA's) needed to successfully perform the duties of this position and that is typically in or related to the position being filled.

Specialized experience typically includes but are not limited to:

• Coordinating day-to-day administrative, clerical, and user support duties as well as requisitions of office supplies and related materials and services.
• Scheduling and managing a calendar of appointments.
• Maintaining and posting time and attendance using automated and system.
• Communicating effectively both orally and in writing.
• Establishing suspense dates, monitors status tracking/suspense system.
• Using various software to compose electronic correspondence, reports, and memoranda such as Microsoft Word, Excel, PowerPoint, Outlook.
• Independently note and follow-up on commitments made at meetings and conferences.

You will be rated on the following Competencies for this position:

• Analysis and Problem Solving
• Attention to Detail
• Clerical
• Communication
• Administration and Management

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.

Preferred Experience:

• One year or more experience maintaining an appointment calendar and scheduling meetings; maintaining a suspense system for correspondences.
• One year or more experience reviewing incoming mail and preparing responses for signature, editing correspondence for grammar and format, transcribing letters, memos and meeting minutes from dictated material and drafts.
• One year or more experience with records management; maintaining filing systems and records.
• One year or more experience in arranging travel, managing time and attendance records, coordinating and arranging meetings.
• One year or more experience with ordering and maintaining offices supplies and administrative equipment.
• One year or more experience greeting and screening visitors, handling multi-line telephone system.
• High skill in computer software (wordprocessing, spreadsheets, managing databases).

Physical Requirements: The work is sedentary. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers or books. No special physical demands are required to perform the work.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Accountability
• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Proof of Marriage Status
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

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