Clarification from the agency

This announcement is open to current, permanent Veteran Health Administration (VHA) Employees Only! VHA Employee Status-If you are unsure of if your current duty assignment falls under the Veterans Health Administration to be considered for this position, you can verify by referring to Block 22 on your most recent SF-50.

The incumbent becomes a member of high level secretaries assigned to the Associate Director, Associate Director Patient Care Services, Chief of Staff; and Director's offices. The Secretary (OA) actively participates in the management of the Associate Director and Assistant Director Offices by performing various technical and administrative duties. The core duties of this position include but are not limited to:

• Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical corrections.
• Tracks budget and projects, and managing files.
• Performs administrative work, which includes management of the office schedule and day-to-day plan.
• Uses computers to create and manage reports and spreadsheet.
• Utilizes excel spreadsheets, PowerPoint, and other computer software to capture pertinent data necessary for data tracking to monitor program growth.
• Uses problem solving, organizing documents to ensure compliance of the VA privacy policy.
• Coordinates communications for staff and patients/families; coordinates meetings and administrative reporting requirements.
• Maintains a calendar of required reports and insures proper completion.
• Alerts appropriate staff officials on new, updated an/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response.
• Meets the needs of customers, consistently communicates and treats customers in a courteous, tactful, and respectful manner.
• Provides consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively.
• Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems.
• Performs other duties as assigned.

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 7:00 a.m. - 3:30 p.m. or 7:30 a.m. - 4:00 p.m.
Telework: This position may be authorized for telework. Ad Hoc telework only. Ad Hoc Telework. Telework that occurs on an occasional, non-routine basis. Telework that occurs to complete short-term special assignments or to accommodate special circumstances even though the telework arrangement may occur continuously for a limited and specific period of time.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)- Nursing/PD300760
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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
• 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 dentification 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 or trial 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, 04/13/2026.

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-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.

Typing Proficiency Requirement (all grades):

This position requires the skills of a qualified typist. In addition to meeting the experience listed below, you must be able to type at least 40 words per minute. All candidates MUST provide 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. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. All candidates must submit documentation of his/her typing proficiency with their application package to clearly indicate the number of words typed per minute.

In addition to the Time-in-Grade Requirements, you must also meet specialized experience as described below:

GS-7 SPECIALIZED EXPERIENCE:

Carefully read the following descriptions of the required 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 to be considered.

Specialized experience is defined as:

• Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office; collecting, compiling, and/or tracking of data;
• Monitoring and replying to suspenses; composing, proofreading, and editing correspondence, memorandums, policies;
• Answering staff questions and providing information necessary to complete work assignments;
• Establishing, updating, and maintaining office files and records;
• Assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements;
• Independently determining priority of assignments and deadlines;
• Making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies.

NOTE: 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.

GS-8 SPECIALIZED EXPERIENCE:

Carefully read the following descriptions of the required specialized experience.

The Secretary (OA), GS-0318-8 position will perform work independently, with little supervision. 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 to be considered at the full-performance GS-8 level.

Specialized experience is defined as:

• Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office;
• Collecting, compiling, and/or tracking of data; monitoring and replying to suspenses;
• Composing, proofreading, and editing correspondence, memorandums, policies;
• Answering staff questions and providing information necessary to complete work assignments;
• Establishing, updating, and maintaining office files and records;
• Assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements;
• Independently determining priority of assignments and deadlines;
• Making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies.

NOTE: 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.

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

• Communications
• Customer Service (Clerical/Technical)
• Planning and Evaluating
• Technology Application

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.

Permanent Employee Status: If you are unsure if you have permanent employee status to be considered for this position, you can verify your status by referring to Box 24 on your most recent SF-50. The box must have a 1 or 2 in order to be considered for this position.

Basis for Selection: Selections for positions will be based on the objective evaluation of the candidates' total qualifications for the position. "Qualifications" means the combination of experience, training, education, skills, knowledge, abilities, personal characteristics, and merit factors deemed to be pertinent to successful performance.

Physical Requirements: Work is primarily sedentary. The work places no special physical demands on the employee other than some walking, standing, bending and carrying of light items such as folders, reports, books, files, etc. However, there is a high level of stress due to demanding deadlines and the need for a high degree of accuracy.

Work Environment: Work is performed in an office setting where the work area is typically lighted, heated, and ventilated.

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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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.

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

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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

• Resume

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.

• License
• Typing Proficiency Document
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action

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.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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