This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Secretary (OA)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-664-13-TAL-947887

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

The contents of the announcement can still be viewed.


$37,974.00 to $49,363.00 / Per Year


Friday, August 23, 2013 to Tuesday, September 03, 2013




Full Time - Permanent




1 vacancy in the following location:
San Diego, CA United StatesView Map


See "How To Apply" section for list of those who may apply.



Vacancy Identification Number (VIN) 947887

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. How would you like to become a part of a team providing compassionate care to Veterans?

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities.  For more information on the Department of Veterans Affairs, go to


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.


  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Must be a Status Candidate to apply (see "How To Apply" section below).
  • All documents listed in "Required Documents" section below.
  • Must pass pre-employment medical exam.


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This position is located in the Medicine Service for the Department of Veterans Affairs, VA San Diego Healthcare System (VASDHS), located in San Diego, CA (La Jolla). As the Secretary, incumbent serves as the Section Chief's liaison to the Chief, Medicine Service as well as well as the other 10 Sections within the Service.  The incumbent is responsible for a full range of administrative and coordination functions in various sections of the Medicine Service which requires basic analytic, evaluative, and decision making skills.  The work performed is primarily administrative in nature concerning the day-to-day clinical operations of the Clinical Section with added emphasis on process improvement.  The incumbent’s major areas of responsibility are:

  • Coordinates and prepares or assists with personnel requests for the section including recruitment, physician allocation, travel, leave, promotion, termination, and education requests for supported physicians and administrative staff.

  • Coordinates the Residency and Fellowship programs within the Section and assists the Section Chief in his role as it applies to this training program.

  • Prepares all correspondence associated with contacting resident/fellow participants, coordinates resident/fellow schedules, arranges orientation, and organizes teaching sessions.

  • Analyzes workload variations and potential problems and inconsistencies by monitoring and reviewing clinical capacity, patient appointment lead times, anticipated workload, and clinical provider schedules/duty hours.

  • Extracts, summarizes, analyzes and identifies acute events, demographic data and performance indicator compliance to determine significant trends and issues in the Section's workload, funding, staffing, space, and equipment requirements.

  • Lead timekeeper for all physicians and administrative staff in the Section.  Ensures each physician complies with established procedures and required data/information is submitted within established timeframes and monitors physicians' core hours and submits changes in tours of duty as required.

  • Facilitates Section research activities such as preparing documents necessary for grant submission.  Ensures accuracy of the budget associated with grant submissions.  Additionally, incumbent proof-reads and prepares research and clinical articles for submission.  Tasks may include checking references, use of online library resources such as PubMed, and use of EndNote for managing bibliographies associated with article submissions.  

Work Schedule: Monday - Friday, Full-time, tour negotiable

Position Description Title/PD#: 9746-A

Relocation Expenses: Relocation expenses (PCS) are not authorized for this position. Recruitment/Relocation Incentives are not authorized for this position.


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To qualify for this position, applicants must meet all requirements by the closing date of this announcement Tuesday, September 03, 2013


The Optional Application for Federal Employment (OF-612) is now obsolete per The Office of Personnel Management.  In order to be considered for this position you must provide a resume. It is recommended to include all the information contained in the OF-612 in your resume.  In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities, to perform the duties of the specific position for which you are being considered.   Your resume is the key means we have for evaluating your skills, knowledge, and abilities, as they relate to this position. Therefore, we encourage you to submit a thorough resume that directly relates to this position.  Your resume MUST include the following: the month and year for each position held, and the number of work hours per week, e.g., 03/09 - 06/11 (or Present), 40 hrs/week.


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. For this vacancy, applicants must have held grade GS-5 or higher for at least one (1) year to be eligible for the GS-6. The grade must have been held in the Federal service but may have been in any occupation.  NOTE:  Current Federal employees who wish to be considered under the Veterans Recruitment Appointment (VRA) appointing authority are an exception to the time-in-grade restriction (DD-214 member-4 copy required showing active duty during a war, or in a campaign/expedition for which a campaign badge has been authorized or, if VRA eligible due to disability, you must also provide copy of disability rating letter, as applicable).  If you are an exception to the time-in-grade requirement, you must still have at least one year of specialized experience as described below.   



1. Applicants must have at least one year of specialized experience equivalent to the GS-5 level in Federal service AND this experience MUST be reflected on your resume to be found qualified for the position. Examples of qualifying specialized experience include experience gained while working within a healthcare facility: performing clerical and administrative functions in support of an office within a healthcare facility; assisting with grant submissions for clinical/research grant proposals; managing clinical staff schedules; familiarity with medical terminology; timekeeping responsibilities for clinical and administrative staff; preparing correspondence related to patient issues/complaints; and managing files and records.


2. Applicants must be able to type 40wpm or higher.


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.


Your resume must also display the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) in support of the assessment questionnaire for this position (narrative responses are not needed, you will address these KSAOs as part of the questionnaire).      

1. Ability to utilize computer programs in the completion of assigned tasks.

2. Ability to analyze organizational and operational problems to develop solutions and meet deadlines.

3. Ability to prepare and review documents for completeness and accuracy.

4. Ability to communicate and work with people from a variety of backgrounds and with varying levels of understanding.

5. Ability to track and monitor administrative and program requirements.

6. Knowledge of applicable public laws, policy, procedures and regulations dealing with patient privacy and information security in a patient care setting.


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.

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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/application does not support your questionnaire answers, we will not allow credit for your response(s).


APPLICANTS PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement.) Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: education claimed by applicants will be verified by the appointing agency accordingly.

PHYSICAL EFFORT: The work is primarily sedentary.  However, there may be some walking and lifting/carrying of light objects such as documents, folders, books, and files.  No special physical demands are required.  


Veterans' Preference:   When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or 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 Veterans Preference" with required proof as stated on the form.  For more information, please review the information for disabled Veterans in the application checklist visit


Your résumé 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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VA offers a comprehensive benefits package.  This link provides is an overview of the benefits currently offered:

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies.  This position may be authorized for telework.  Telework eligibility will be discussed during the interview process.

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


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.


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  • Permanent employees of the VA Nationwide;

  • Reinstatement eligible (former Federal employee);

  • Transfer eligible (current Federal employee);

  • VRA eligible (including veterans with a compensable service-connected disability, veterans who served on active duty during a war, or in a campaign/expedition for which a campaign badge has been authorized, veterans honorably separated in the past 3 years);

  • VEOA eligible (preference eligible veterans and any veteran honorably separated after substantially completing 3 or more years of continuous active military service);

  • Military Spouse Preference (MSP);

  • Persons with Disability (Schedule A);

  • Permanent Veterans Canteen Service employees.


NOTE:  Evidence of your eligibility to apply for this vacancy as a "Status Candidate" such as a DD-214 or SF-50, Notification of Personnel Action form, etc., MUST be submitted or you will be rated as ineligible to apply and your application will receive no further consideration.


To apply for this position, you must provide a complete Application Package (See "Required Documents" section below).  The complete Application Package must be submitted by 11:59 PM (EST) on Tuesday, September 03, 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 are not or cannot apply online and are submitting your entire application via fax:

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. Keep a copy of your fax confirmation in case verification is needed. The 1203FX form MUST serve as a cover page for your initial fax transmission or your application will not be uploaded/scanned into the system and there will be no record of your application.  If you need to fax additional documents after your initial fax transmission, you must complete the cover page (see instructions below) to use as your fax cover sheet. Keep a copy of your fax confirmation in case verification is needed. 

To fax additional supporting documents because you either applied online and were unable to upload the documents OR you have already faxed your initial application using the 1203FX form as your cover page, as specified above:

1.    Complete this cover page using the following Vacancy ID: 947887.  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.  Keep a copy of your fax confirmation in case verification is needed.

The complete Application Package must be submitted by 11:59 PM (EST) on Tuesday, September 03, 2013.



1. Resume (must reflect specialized experience to be found qualified).

2. Responses to the Occupational Questionnaire (see link above) (If applying online, you will be prompted to respond electronically.  If submitting application via fax, you must complete the 1203FX form).

3. If prior military service, you MUST include all copies of your DD-214 Forms (Member-4 copy showing type of discharge and dates of service).   Applicants claiming preference based on service-connected disability must also submit a copy of their disability rating letter from the Veterans Benefits Administration.  Copies of your DD-214 may be requested by calling 800-827-1000 or TDD# 800-829-4833.  If you are on terminal leave from active duty, attach a letter from your commander indicating the date of discharge and type of discharge.

4. If current/former Federal Government employee, you MUST include your latest SF-50 Notification of Personnel Action, and SF-50 displaying your highest previous rate (if applicable). You may obtain these from your current Human Resources office or your e-Official Personnel Folder.  The SF-50 must display: Title, Pay Plan, Occ Code, Grade, Tenure, and Position Occupied.  This includes ICTAP/CTAP documentation for displaced Federal employees, to include a copy of the agency notice in addition to your last SF-50. 

5. If eligible for a special appointment authority, you must include proof of your eligibility.  This includes people with disabilities (Schedule A appointment) who must provide a copy of qualification certificate/letter.


VASDHS Human Resources
Phone: (858)552-8585x3401
Agency Information:
VHA San Diego HCS
Human Resources
San Diego, CA


After the vacancy announcement closes, your qualifications will be reviewed.  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, you may be found ineligible for the position. A referral certificate of qualified applicants is issued to the hiring manager within 10 calendar days after the vacancy announcement closes.  Once the qualification review is complete, an electronic notification letter - or e-mail - will be sent to applicants who provide an e-mail address.  Otherwise, you will receive a notification letter via the U.S. Postal Service within 2 to 4 weeks.

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