Summary The Secretary in this position will have primary responsibility for serving as the personal administrative assistant to the Office of the Associate Director, Patient Care Services (ADPCS)/ Nurse Executive at the Charles George VA Medical Center. The position requires a high degree of independence to perform a diverse and complex set of secretarial and administrative duties. Responsibilities The principal function of this position is to relieve the ADPCS of as many routine, day-to-day administrative details as possible. Independently determines office requirements and develops processes and procedures to achieve maximum results utilizing monitors to ensure on-going success. Duties include, but are not limited to: Performing difficult duties using knowledge of complex subject matter with a thorough knowledge of office procedures and a general knowledge of policies and procedures. Coordinates closely with staff at all levels of the organization to establish, improve upon and provide continuity of office operations. Monitors the flow of written communications through the Executive Office. Receives and personally disposes of official and personal correspondence. Screens all incoming correspondence and reports. Obtains background information on incoming correspondence, assembles and summarizes information before giving to the ADPCS or designee. Responsible for review and final preparation of all outgoing correspondence, reports, etc. Coordinates and assures timely completion of all reports, correspondence and personnel actions. Contacts other members of leadership to develop information and assemble data not readily available for use by the ADPCS in replying to correspondence. Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form. Receives, schedules, refers and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Receives and screens all incoming calls and visitors to the Office of the ADPCS. Must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information from the ADPCS. Communicates the ADPCS assignments, messages, and information to his/her subordinates. Maintains a calendar of appointments, meetings, conferences, and deadlines for the ADPCS. Ensures the ADPCS is informed of deadlines, follow-up actions, appointments, etc. Ensures the Executive Leadership Team is kept apprised of each other's schedules. Maintains pending files of material to be presented at meetings. Establishes, maintains and dispositions the ADPCS's administrative files. Maintains the filing system, which includes correspondence, reports, personnel and training records, project files, publications and other directive material. Performs office automation duties using software applications as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics. 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 7:30am to 4:00pm Telework: Ad-hoc. 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#: Executive Secretary (Associate Director of Patient Care Office)/PD04146A Relocation/Recruitment Incentives: Not authorized. 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, 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, 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, 08/10/2026. 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. 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. SPECIALIZED EXPERIENCE GS-07: Applicants must possess at least one (1) year of specialized experience that equipped them with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position. To be creditable, this experience must have been equivalent to at least the GS-6 level in the Federal service. Specialized experience includes: Communicates information in a brief, clear, and organized manner; produces written information; Organizes work, sets priorities, and determines resource requirements; determines short or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; Uses computers, software applications, databases, and automated systems to accomplish work; develops and maintains effective relationships with others; planning, coordination, and execution of business functions, resource allocation, and production. AND Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must self-certify that you have ability to @type a minimum of 40 words per minute. Preferred Experience: Demonstrated Ability to produce meeting minutes at an executive level; experience with various Microsoft applications; preparing correspondence such as memo templates, maintains a tracking system for completed tasks; experience with scheduling meetings, etc. 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. 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/.
