Secretary (OA)

Veterans Health Administration • Richmond, VA

2d • Onsite

About The Position

This Secretary (OA) position is in the Veterans Health Administration’s Mid-Atlantic Health Care Network (VISN 6), at the VA Medical Center in Richmond, Virginia, Executive Office. The Secretary provides administrative and office-automation support to an executive supervisor, managing the supervisor’s schedule, correspondence, communications, and related office activities. The position is not virtual or telework eligible. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.; hours may vary depending on department needs.

The role requires a qualified typist who can type at least 40 words per minute. Applicants must qualify through the stated specialized experience for the GS-7 or GS-8 grade, and current or former federal employees may need to meet time-in-grade requirements. There is no educational substitution at these grade levels. The work is basically sedentary, with occasional walking, standing, and carrying light items. The position requires a background/security investigation and a one-year probationary period or two-year trial period, as applicable.

Requirements

• U.S. citizenship.
• For GS-7: one year of specialized experience equivalent to at least GS-6 in the normal line of progression, including relevant administrative or clerical support experience.
• For GS-8: one year of specialized experience equivalent to at least GS-7 in the normal line of progression, including relevant administrative or clerical support experience.
• A qualified typist able to type at least 40 words per minute; proficiency may be demonstrated by an appropriate performance test, an authorized certificate, or self-certification.
• Specialized experience examples include knowledge of Medical Center programs and clerical and administrative support functions; arranging travel; understanding a supervisor’s goals, priorities, policies, and commitments; assembling information for reports or inquiries; and composing correspondence that does not require technical knowledge.
• Specialized experience examples also include knowledge of medical terminology, computer hardware and software, grammar, spelling, punctuation and formats, general office equipment, and timekeeping.
• Current federal employees and certain former federal employees seeking GS-7 or GS-8 must meet the applicable time-in-grade requirement: 52 weeks at GS-6 for GS-7, or 52 weeks at GS-7 for GS-8.
• Complete the required application steps, questionnaire, and online assessment.
• Register with Selective Service if applicable to the applicant.
• Complete a background/security investigation and the online onboarding process, and provide acceptable identification for employment verification.
• Participate in the VA seasonal influenza vaccination program as a condition of employment.
• Serve a one-year probationary period or two-year trial period, as applicable.

Nice To Haves

• Excellent communication skills.
• Exemplary organizational skills.

Responsibilities

• Manage the supervisor’s appointments and calendar, making appointments, handling cancellations and invitations, checking engagement requirements, and maintaining a calendar of events up to 12 months ahead.
• Schedule conferences involving large numbers of staff.
• Receive and process correspondence and documents routed through the Executive Office for review, approval, and signature, and establish controls on designated items.
• Ensure correspondence conforms to applicable regulations and Medical Center policies, is properly formatted and grammatically correct, and has completed staff coordination when applicable.
• Compose and type official correspondence based on the supervisor’s views, instructions, and precedent; prepare reports, data, and other correspondence using a personal computer and a variety of software.
• Track requests for action or information from the Executive Office, ensure they reach responsible personnel, monitor follow-up, and brief the supervisor as appropriate.
• Provide accurate and timely information and advice on procedures, reports, requirements, and other matters needed to implement policies, directives, and instructions for the VAMC.
• Review communications and develop standard paragraphs and form letters.
• Provide coverage for other executive-level administrative support staff as needed.
• Maintain historical files containing names and background information about civilian dignitaries in surrounding communities who communicate with the supervisor.
• Receive telephone calls and greet office visitors.
• Maintain timecards, initiate personnel and overtime actions, and ensure subordinate staff appraisals and standards are completed on time.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed