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This Position Is No Longer Available

Job Title:  Secretary (OA)-GS-7
Department:  Department Of Veterans Affairs
Agency:  Veterans Affairs, Veterans Health Administration
Job Announcement Number:  AH-13-SCJ-945199

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.
$41,101.00 to $53,435.00 / Per Year
Friday, August 16, 2013 to Thursday, September 05, 2013
Full Time - Permanent
1 vacancy in the following location:
Dallas, TX United StatesView Map
Applications are being accepted from current VA North Texas Health Care System Employees serving on a permanent appointment only


Vacancy Identification Number (VIN):   945199 (Please include on all documents)

Applications are being accepted from current permanent employees of VA North Texas Healthcare System.


Our mission:  To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans.




  • You must be a US citizen to apply for this job
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.


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This is a secretary vacancy for the Deputy Associate Director for Patient Care Services, Associate Director for Patient Care Services, VA North Texas Health Care System.


The incumbent prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources.  Independently composes and prepares nontechnical correspondence such as requests for information concerning the Associate Director for Patient Care Services mission and programs; office procedures; and letters of acknowledgment, commendation, or notification. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.  Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other Services/offices, or handled personally.  Responsible for extensive, formal internal and external coordination. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.  Based upon detailed knowledge of the Assistant Associate Director for Patient Care Services programs and operations, determines appropriate action.  Answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the Assistant Associate Director for Patient Care Services.  Also provides status of reports, suspense dates for matters requiring compliance, and similar information.  Provides follow-up for request of information.  Independently notes and follows-up on commitments made at meetings and conferences by staff members, and maintains supervisor’s calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences. Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinates with the supervisor as necessary. 

Performs other clerical and administrative work in support of the Assistant Associate Director for Patient Care Services.  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 units.  Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures.  Assists in making arrangements for sponsored events ensuring proper protocol is followed. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. 


WORK SCHEDULE: Monday - Friday: Days



Relocation expenses and or/incentives are not authorized.


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Qualified applicants will have met the qualifition requirements listed in the OPM Qualification Standards for General Administrative, Clerical, and Office Services, Series and can be found at  Applicants must meet the following experience requirements.


Specialized Experience Requirements:  One (1) year of Specialized Experience that provided the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of a Secretary, and that is typically in or related to the position to qualify at the GS-7 level?  Specialized experience must be equivalent to the GS-6 grade level in the Federal service that included composing letters, scheduling appointments, preparing reports, and providing program information.  Specialized experience is defined as experience that demonstrates the knowledge of the basic foundation of administrative concepts, principles and practices sufficient to perform independently the following duties: scheduling appointments, coordinating meetings, and/or scheduling conferences;   processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication; performing work that includes managing office files and filing, developing plans or schedules to eliminate duplication of work and determines when new office procedures are needed; performing clerical and technician work that results in the bi-weekly or monthly determination of pay for civilian employees to include examining human resource actions, pay changes, and employee requests to insure accuracy of data submitted to payroll; supporting committees, boards, councils and conferences serving as the principal liaison for administrative coordination; developing recommendations and proposals to include preparing briefing materials for the supervisor’s presentations to staff and contacts outside the organization/agency.


Time-in-Grade Restriction - 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. The grade may have been in any occupation but must have been held in the Federal service.


Proficiency Requirement: Applicants must have experience and skill utilizing various types of office automation software or tools (i.e., Word, Windows, Excel, etc.) and a typing proficiency of at least 40 words per minute. The typing speed requirement of 40 words per minute may be met 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, or by self-certifying your proficiency. Performance tests are based on a 5 minute sample with three or fewer errors; results are acceptable for 3 years.

You will be rated on the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) as part of the assessment questionnaire for this position:


1.      Knowledge of computers and computer software, such as Microsoft Office, Power Point and Excel, Access.

2.    Ability to review written materials for compliance with rules of correspondence and grammar.

3.    Ability to communicate orally and in writing with individuals of different levels.

4.   Knowledge of Administrative policies, and the ability to organize and plan activities and perform the duties of an office to include knowledge of setting up and maintaining a filing system. 


This position will be filled on a full-time permanent basis.  Upon completing any required probationary period, the position will be permanent.

This announcement may serve to provide a supply of qualified applicants for this vacancy or for any similar vacancy in this Service that may occur within 90 days of the closing date.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.  WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.  If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

Education can not be substituted for experience at this level.

All Qualification and time-in-grade requirements must be met by the closing date of the announcement.


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.


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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at .


The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 90 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .


Receiving Service Credit for Earning Annual (Vacation) Leave:  Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.  VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service.  This credited service can be used in determining the rate at which they earn annual leave.


This job opportunity announcement may be used to fill additional vacancies.


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To apply for this position, you must provide a complete application (See "Required Documents" section below).   The complete Application package must be submitted by 11:59 PM (EST) on Thursday, September 05, 2013.

To begin the process, click the Apply Online button at the bottom of this screen to create an account or log in to your existing USAJOBS account.  Be sure to upload the required documents before you submit your application.  Please ensure you click the Submit My Answers button at the end of the process.  Mailed/emailed applications will not be accepted.

Note: To change or update your application, simply reapply through My USAJOBS, before the closing date.  To check the status of your application, log into your USAJOBS account (, select Application Status and click on the more information link under the application status for this position.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire:
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID: 945199.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.


The following documents are required:


•   Résumé (complete with experiences most relevant to the position, including

name and address of employer, job title, starting and ending dates (month and year), average hours worked per week, and a description of your duties. (Required)

•   Copy of most recent Notification of Personnel Action (SF-50) (Required)

•   Copy of most recent performance Appraisal.

•   Responses to the questionnaire. (Required if you were not able to complete online assessment) 
•   Copy of your transcript if you are using education to qualify
•   Any other documents required by the


Employment Office
Phone: (214)857-1701
Agency Information:
Human Resources Mgmt
VAMC Dallas
4500 S Lancaster Rd
Dallas, TX


After we receive your complete application package (including all required documents), your qualifications will be reviewed and assigned an initial rating.  We will also review your application to make sure that your résumé supports the answers given in the questionnaire. If your résumé does not support your questionnaire answers, we will adjust your rating accordingly. Based on your ranking or numerical score, you may be referred to the hiring manager for further consideration and possible interview. You will be notified when your rating is determined.

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