Clarification from the agency

This job is open to current permanent Department of Veterans Affairs Employees and CTAP eligibles.

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Coordinates the administration and management activities and directs work assignments of Executive Leadership Team (ELT) secretaries. The Executive Secretary assures that ELT secretaries are trained and full oriented to the policies and procedures of the ELR. Monitors the workloads of these staff, balances assignments among them as appropriate while collaborating with the ELT, ensuring that coverage is provided as needed. Provides for the development of employees, give advice, counsel or instructions to the employees on both work and administrative matters. Resolves conflicts which arise, provides input to ELT on actions regarding awards, disciplinary actions and separations, and evaluates work performance.

Ensures that the practices and procedures used by program assistants/secretaries in subordinate offices are consistent with those of the Executive Leadership Office. Recommends changes in administrative policies and office procedures and practices to be used by secretaries in subordinate offices.

The Executive Secretary exercises exclusive control over the Medical Center Director's appointment schedule, with complete authority for commitment of time. Without prior approval, refers matters to staff members when appropriate and advises the MCD of appointments and other commitments. Is responsible for coordinating meetings required by the Medical Center Director. With minimal guidance, determines staff that should attend meetings, or represent the organization at conferences. Attends meetings, records minutes and conducts follow-up as needed or directed. Arranges for meeting space, speaker, and support arrangement for large conferences. This includes the performance of such activities as writing letters to the speakers and participants, arranging hotel accommodations, transportation to and from the meeting site, social arrangements, audio-visual equipment, parking, food, meeting materials and secretarial/clerical support as needed.

In the course of personal and telephone contacts, the executive secretary is required to possess a high degree of skill in oral and written communication and the ability to recognize urgent matters. Must have skill in oral and written communication and the ability to recognize urgent matters. Must have skill in interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. Handles questions and complaints and resolves them independently. Must have an intimate knowledge of the MCD's philosophy, ideas and methods of management. In the absence of the MCD must be able to work with the designee in projecting the MCD's ideas and philosophy.

Oversees the receipt, review and determine the appropriate action for all incoming official mail, VA/VHA regulatory documents and electronic mail. All items requiring a response are placed under suspense controls to ensure prompt action by service line(s) involved. Follow up to ensure observance of deadlines and coordination of internal comments and clearance. Plans and establishes office control systems such a s those for the control of the location, arrangement, access to, and use of office files. Reviews all correspondence for the MCD's signature.Performs the following types of duties:

• Edits letters
• Composes letters and reports
• Reviews correspondence for: appropriateness, accuracy, completeness, grammar, construction and format
• Prepares public presentation outlines
• Develops standard or form letters and replies to inquiries
• Manages mail and correspondence
• Prepares a variety of recurring reports
• Consolidate/Coordinates submittals of information
• Coordinates timekeeping actions
• Purchase Card Approving Official
• Fund Control Point Official
• Contact with Non-VA employees, such as Non-VA executives, attorneys, contractors, representatives of professional organizations, news media or public action groups
• Situations dealing with difficult and angry patients and diffusing potentially explosive situations
• Adapts guidelines to specific problems for which guidelines are not clearly applicable
• Plans, coordinates, and carries out the successive steps in fact-finding and analysis of issues in accordance with accepted office policies, applicable precedents, organizational concepts, and management theory.

Work Schedule: Monday - Friday; 8:00 a.m. to 4:30 p.m.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary/PD40018O
Relocation/Recruitment Incentives: May be 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, 02/13/2026.

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-9 position you must have served 52 weeks at the GS-8. 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.
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-8 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: receiving visitors and telephone calls to the office; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and maintaining files. (Your resume/application must clearly demonstrate the specialized experience listed in order to be considered for this vacancy.)

• Typing Requirement: In addition to meeting experience or education requirements, applicants for office automation positions must show possession of the following skills, as appropriate:

  • 40 words per minute typing speed

• Applicants may meet these requirements 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 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.

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

• Clerical
• Flexibility
• Interpersonal Skills
• Manages and Organizes Information

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: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. 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.

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.