Secretary (OA)

Veterans Health Administration•Tuskegee, AL

2d•Onsite

About The Position

This position is in the Office of the Director of the Central Alabama Veterans Health Care System (CAVHCS), serving facilities in Montgomery and Tuskegee, Alabama. The Secretary (OA) is the principal clerical assistant and advisor to the Executive Director, supporting the efficiency of the Executive Suite across a multi-facility healthcare system. The position also provides administrative and technical support to subordinate Executive Leadership Team members and helps train other Executive Secretaries and administrative staff. The role manages the Director’s calendar, communications, correspondence, meetings, travel, training, records, and routine inquiries. It requires preparing and reviewing executive correspondence and documents, screening calls and visitors, handling matters under established policy, and bringing significant items to the Director’s attention. The role is not virtual. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. CST, and may change based on agency needs.

Requirements

U.S. citizenship is required.
Applicants must complete the application, questionnaire, and required online assessment.
Male applicants born after December 31, 1959, must be registered with Selective Service.
Selected applicants are subject to a background/security investigation and must complete online onboarding and acceptable identity verification requirements.
Participation in the Department of Veterans Affairs seasonal influenza vaccination program is required for Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
For current or former Federal employees subject to the Time-In-Grade requirement: 52 weeks at GS-08 for the GS-09 position, supported by the required SF-50 documentation.
One year of specialized experience equivalent to at least GS-08, such as supporting executive leadership, arranging executive travel, using automated software applications, preparing written materials, maintaining administrative files and records, or maintaining staff timecards.
Ability to type 40 words per minute; proficiency may be demonstrated by an accepted performance test, certificate, or self-certification, subject to agency verification.
Physical work requirements must be performable with accommodation or workplace adjustment; no pre-placement physical examination is required.
There is no educational substitution at this grade level.

Nice To Haves

Prior experience as an Executive Secretary at the facility level, VISN or higher within the VA or Federal Service, or comparable private-sector experience.
Direct support of executive leadership such as an Executive Director, Associate or Deputy Director, CEO, or COO.
Experience managing executive travel, including scheduling and invoice reconciliation.
Customer service experience engaging with leadership, external stakeholders, Veterans, and city, state, or federal elected officials.
Experience managing electronic databases and Microsoft Office applications, SharePoint, Teams, and Planner.
Experience managing, updating, or designing SharePoint sites.
Experience preparing executive-level memos, policy documents, presentations, and briefing documents using required style guides.
Experience managing electronic, digital, and paper records in shared folders, SharePoint, and filing systems in accordance with records control schedules.
Experience managing HR records, personnel systems, position management, recruitment, personnel actions, organizational charts, timekeeping, leave records, onboarding, and employee separation documentation.

Responsibilities

Serve as the principal administrative, clerical, and personal assistant to the Director.
Provide administrative liaison services and technical support to the subordinate Executive Leadership Team.
Assist and train Executive Secretaries and administrative staff in clerical and day-to-day administrative support activities.
Maintain the Director’s daily calendar and exercise control over appointments and commitments of the Director’s time.
Schedule appointments, audio and video conferences, and meetings; confirm conference rooms, coordinate attendance, reserve equipment, and prepare and distribute agendas and minutes.
Coordinate the Director’s training and travel, prepare training requests, and document attendance.
Ensure official documents requiring the Director’s signature are appropriately mailed to VACO, VISN, or outside agencies.
Receive, review, and distribute the Director’s surface, inter-office, electronic, and facsimile mail; delegate replies as appropriate.
Monitor, recommend, and implement changes to correspondence processes affecting the Office of the Director.
Advise the Director of significant items in correspondence, files, and reports.
Respond to correspondence that does not require the Director’s personal attention and maintain the Director’s personal correspondence files.
Prepare letters, memoranda, messages, agendas, and minutes from notes, dictation, or recorded media, ensuring appropriate content, format, grammar, punctuation, and spelling.
Review correspondence prepared by others for the Director’s signature and guide staff in preparing correspondence, including informing them of procedural changes.
Respond to inquiries and administrative problems brought to the Director’s Office by staff, Central Office, government agencies, other hospitals, and Congressional staff.
Screen calls and visitors, answer routine questions, and handle matters involving established policy without referring them to the Director when appropriate.
Screen publications, directives, and periodicals and bring significant items to the Director’s attention.
Perform other related duties as assigned.