Summary The New Mexico VA Health Care System is searching for an Executive Secretary to the Medical Center Director. Responsibilities Major Duties include: Serve as liaison between the Director and Director's staff throughout the VAMC. Receive, schedule, refer, and contact members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provide timely advice on procedures, report requirements. Perform administrative work, which includes management of the office's schedule, suspense deadlines, and day-to-day plans. Identify objectives based on understanding the Director's needs and overall priorities. Estimates resources for schedules and goals. Process incoming and outgoing materials, and determines the appropriate action for all received items, such as correspondence, reports, memoranda, and other forms of written communication. Perform the following @types of duties: edit letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard of form letters and replies to inquiries. Prepare items for Director's signature. Sign correspondence and certain procedural authorizations in the name of the Director when previous instructions have covered the matter. Review all written materials for format, grammar, construction, attachment, compliance with directives, reflecting the viewpoint of the Director. Screen all publications, directives, and periodicals, brings those of significance to the Director's attention, and coordinates review(s).Screen all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring to the Director. Plan/assist with planning of committees, boards, or conferences at the direction of the Director, or Executive Assistant to the Director. Schedule appointments, conferences, and coordinates meetings. Schedule meeting rooms, audiovisual equipment. travel accommodations, and production of written agendas. Arrange for travel of the Director, secures travel and hotel reservations, prepares travel itineraries. Obtain and monitors the use of services, supplies, and/or equipment of the office. Provide general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range or offices services, or answering questions concerning policies and procedures related support/office services. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM Compressed/Flexible: Not Available Telework: Not Available Virtual: This is not a virtual position Position Description/PD#: Secretary (OA)/PD501430 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): 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 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, 11/06/2026. 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-09 position you must have served 52 weeks at the GS-08. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-08 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1. Providing clerical and administrative assistance to the organization. 2. Receiving all visitors and telephone calls to superiors. 3. Controlling activities, schedule, and reminds managers of appointments and reviewing correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations, grammar format, and special policies of the installation. 4. Preparing regular and special records such as, but not limited to, time/attendance, leave, degree of use of filing space, and amount of material present in offices. 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/.
