Summary The incumbent serves as the Secretary for the Associate Director (Patient Care Services (PCS), and works at a two-divisional teaching hospital affiliated with the University of Kentucky Medical Center at the U.S. Department of Veterans Affairs Medical Center, Lexington KY. The Secretary (OA) provides secretarial and administrative assistance to the Associate Director (PCS), which may include assignments from the Medical Center Director, Assistant Director, and VISN management. Responsibilities The incumbent becomes a member of high level secretaries assigned to the Associate Director, Associate Director Patient Care Services, Chief of Staff; and Director's offices. The Secretary (OA) actively participates in the management of the Associate Director and Assistant Director Offices by performing various technical and administrative duties. The core duties of this position include but are not limited to: Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical corrections. Tracks budget and projects, and managing files. Performs administrative work, which includes management of the office schedule and day-to-day plan. Uses computers to create and manage reports and spreadsheet. Utilizes excel spreadsheets, PowerPoint, and other computer software to capture pertinent data necessary for data tracking to monitor program growth. Uses problem solving, organizing documents to ensure compliance of the VA privacy policy. Coordinates communications for staff and patients/families; coordinates meetings and administrative reporting requirements. Maintains a calendar of required reports and insures proper completion. Alerts appropriate staff officials on new, updated an/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response. Meets the needs of customers, consistently communicates and treats customers in a courteous, tactful, and respectful manner. Provides consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively. Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems. Performs other duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 7:00 a.m. - 3:30 p.m. or 7:30 a.m. - 4:00 p.m. Telework: This position may be authorized for telework. Ad Hoc telework only. Ad Hoc Telework. Telework that occurs on an occasional, non-routine basis. Telework that occurs to complete short-term special assignments or to accommodate special circumstances even though the telework arrangement may occur continuously for a limited and specific period of time. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)- Nursing/PD300760Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 05/26/2026.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-7 position you must have served 52 weeks at the GS-6. For a GS-8 position you must have served 52 weeks at the GS-7. 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. Applicants must submit documentation verifying that they meet time-in-grade requirements in accordance with federal regulations. Human Resources will not review or access official personnel records to determine eligibility if supporting documentation is not provided. Failure to submit required documentation will result in an ineligible rating. 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. Typing Proficiency Requirement (all grades): This position requires the skills of a qualified typist. In addition to meeting the experience listed below, you must be able to @type at least 40 words per minute. All candidates MUST provide 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. All candidates must submit documentation of his/her typing proficiency with their application package to clearly indicate the number of words @typed per minute. In addition to the Time-in-Grade Requirements, you must also meet specialized experience as described below: GS-7 SPECIALIZED EXPERIENCE: Carefully read the following descriptions of the required specialized experience. You must have one year of specialized experience equivalent to at least the next lower grade (GS-06) in the normal line of progression for the occupation in the organization to be considered. Specialized experience is defined as: Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office; collecting, compiling, and/or tracking of data; Monitoring and replying to suspenses; composing, proofreading, and editing correspondence, memorandums, policies; Answering staff questions and providing information necessary to complete work assignments; Establishing, updating, and maintaining office files and records; Assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements; Independently determining priority of assignments and deadlines; Making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies. NOTE: 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. GS-8 SPECIALIZED EXPERIENCE: Carefully read the following descriptions of the required specialized experience. The Secretary (OA), GS-0318-8 position will perform work independently, with little supervision. You must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization to be considered at the full-performance GS-8 level. Specialized experience is defined as: Serving as initial point of contact for visitors and callers; carrying out and coordinating all clerical and daily administrative support activities of the office; Collecting, compiling, and/or tracking of data; monitoring and replying to suspenses; Composing, proofreading, and editing correspondence, memorandums, policies; Answering staff questions and providing information necessary to complete work assignments; Establishing, updating, and maintaining office files and records; Assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements; Independently determining priority of assignments and deadlines; Making reservations for meeting room, notifying participants, and preparing for scheduled meetings and presenting material to be discussed; making travel arrangements; and interpreting rules, regulations and policies. NOTE: 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. You will be rated on the following Competencies for this position: Communications Customer Service (Clerical/Technical) Planning and Evaluating Technology Application 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. Permanent Employee Status: If you are unsure if you have permanent employee status to be considered for this position, you can verify your status by referring to Box 24 on your most recent SF-50. The box must have a 1 or 2 in order to be considered for this position. Basis for Selection: Selections for positions will be based on the objective evaluation of the candidates' total qualifications for the position."Qualifications" means the combination of experience, training, education, skills, knowledge, abilities, personal characteristics, and merit factors deemed to be pertinent to successful performance. Physical Requirements: Work is primarily sedentary. The work places no special physical demands on the employee other than some walking, standing, bending and carrying of light items such as folders, reports, books, files, etc. However, there is a high level of stress due to demanding deadlines and the need for a high degree of accuracy. Work Environment: Work is performed in an office setting where the work area is typically lighted, heated, and ventilated. 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/. Education There is no educational substitution at this grade level. Additional Information This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
