Summary This position is in the Associate Director's (AD) office, Wilkes-Barre VA Medical Center, Department of Veteran Affairs. The incumbent has primary responsibility for serving as personal secretary to AD, and subordinate staff, by performing general office work auxiliary to the work of the organization. Responsibilities A high degree of independency is placed in the secretarial relationships, coordination, and resolutions necessary to ensure the efficient and smooth operation of these offices. Incumbent independently determines the requirements and implements the necessary action on a situational basis when specific work assignments are made. Discusses plans, problems, and alternatives and makes recommendations to the Associate Director (AD) for program implementation which may have a significant impact on the mission. The duties of the position include, but may not be limited to the following: Independently serves as the AD secretary and office manager, effecting appropriate coverage during absences, coordinating leave, and assuring continuity of the decorum. Serve as personal administrative assistant to the AD involving a wide range and variety of administrative and secretarial duties. Prepares outlines or preparations in preparation for the AD to attend meetings or speaking engagements both internally and externally. Responds to inquiries and administrative problems brought to the Office of the AD by internal staff as well as external VHA, local health care entities, Commonwealth or Congressional officials, and Veterans as needed. Provide current information to the AD concerning the various administrative/clerical regulations and guidelines, which affect the operation of the assigned service. Serves as the AD's primary contact for clerical and administrative policies/procedures. Manages and monitors the currency and accuracy of performance standards, functional statements, competencies, orientation, and position descriptions for staff ensuring effective and efficient operations throughout the facility Establishes and maintains the AD's files of correspondence and documents concerning pending investigations, subordinate personnel, and similar subjects. Supports governance structure for committees, councils, and workgroups as needed to ensure transparency across the organization and promote efficient information sharing throughout the facility between clinical and administrative staff. Utilizes Microsoft Office applications to create, copy, edit, store, retrieve and print a variety of documents and reports. Maintains Time and Attendance reports for all employees under the AD and serves as backup timekeeper for administrative services under AD purview as needed. Ensures office supply inventories are maintained for AD Office and direct reports Work Schedule: Monday-Friday 8:00 a.m. - 4:30 p.m. Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD025010 Requirements 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, 05/29/2026. 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-07 position you must have served 52 weeks at the GS-06. 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. You may qualify based on your experience and/or education as described below: 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. Examples of specialized experience would typically include, but are not limited to: Administrative concepts, principles and practices such as preparing memorandums, reports, spreadsheets and other documents and forms of correspondence; Skill in operating a personal computer. ,using databases, word processing, spreadsheets, and other applications (i.e. Microsoft Word, PowerPoint, Excel, Access, Outlook, Publishing, etc.) Screens calls and visitors as necessary and independently handles any matters, including concerns and requests. NOTE: Experience must be fully documented on your resume and must include job title, GS level (if a federal position), duties, month & year starting and ending dates AND hours worked per week. Proficiency Requirements: Applicants must be able to @type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate or proficiency from a school or other organization, or by self-certifying their proficiency.. You will be rated on the following Competencies for this position: Accountability Attention to Detail Computer Skills Customer Service Customer Service (Clerical/Technical) Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Oral Communication Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Writing 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: Majority of duties are performed in the Executive Suite, with occasional meetings in various areas of the Medical Center. The incumbent's work is mostly sedentary, however, some walking, standing, bending, and carrying light items is required. Because of intensity of the Executive Suite activity, the incumbent is routinely subjected to high stress situations and may occasionally require him/her to stay after regular hours to complete necessary 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/. Education There is no educational substitution at this grade level. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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.
