Summary Serves as secretary and primary point of contact for the Associate Director at the Erie VA Medical Center. Manages the AD Office, handling complex administrative tasks, prioritizing issues, ensuring communication flow, and maintaining compliance with policies. Also trains clerical and administrative staff under the Associate Director's oversight. Responsibilities Oversee daily administrative operations of the Associate Director (AD) Office; design and implement office processes. Serve as primary information manager; prioritize actions, develop plans, and monitor information flow. Ensure office coverage, continuity, and decorum; coordinate schedules and leave for Executive Leadership Team. Manage communication, coordination, and problem resolution across leadership offices. Review and route action items, reports, and correspondence for accuracy and compliance with VA, VISN, and VACO protocols. Maintain and manage the AD's calendar; act on behalf of the AD to avoid conflicts and secure representation when needed. Plan and execute recurring and one-time meetings; coordinate logistics for in-person and virtual events. Assign Acting AD during absences and establish communication channels. Maintain and organize subject-matter files, electronic tracking systems, and report submissions for all AD-aligned services. Provide administrative support to Executive Leadership Team, ensuring timely and accurate communication. Manage sensitive information; maintain confidential files and handle sensitive inquiries professionally. Screen and triage calls and visitors; resolve or assist in resolving complaints from Veterans, families, or congressional offices. Coordinate internal and external visitor events; review and distribute incoming mail with appropriate routing and background prep. Respond to routine information requests and determine authorized release of information. Track suspense items and coordinate responses to VISN requests; summarize information as needed. Ensure proper correspondence procedures; train clerical staff on formats and documentation standards. Prepare documents, memos, and responses with minimal review; ensure grammar, formatting, and accuracy. Prepare agendas and minutes for facility-wide administrative councils and committees. Support governance structures to promote organizational transparency and communication. Coordinate AD travel and ensure required materials are prepared. Use Microsoft Office to produce reports, forms, and nonstandard documents; update forms to improve processes. Maintain awareness of VISN/VACO protocols; recommend priority decisions for administrative tasks. Oversee publication and renewal of policies and SOPs under the AD Office. Assist with hiring actions and onboarding; coordinate follow-up with HR and OIT. Maintain strict confidentiality and safeguard sensitive electronic files. Serve as Records Control Liaison; ensure proper maintenance and disposal of records. Manage administrative service records; monitor directives and disseminate policy changes. Maintain expertise with databases (EGAR, Menu Requests, PIV, HRSMART, Work Orders); enter requests and support other leadership offices. Serve as Control Point Clerk for supply and service requests. Act as Talent Management System Coordinator; track staff training compliance. Manage Time and Attendance for AD's direct reports; ensure accuracy and resolve exceptions; serve as backup timekeeper. Maintain office supply inventories and perform other assigned duties. Work Schedule: 7:30a.m.- 4:00p.m / 8:00a.m -4:30p.m Monday to Friday Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD562-066210 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 identification 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, may be required to serve a 1-year probationary 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, 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, 06/01/2026. 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-07position 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. 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 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.. 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 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
