Job Listing
Secretary (OA) - Executive Secretary
Veterans Health Administration · Posted 8 days ago
About the Role
The Executive Secretary performs a variety of clerical and administrative duties which are auxiliary to the work of the organization and provides assistance to the Associate Director of Resources and other administrative technical staff. The incumbent is the primary office support staff member for both directors (and operates independently of any other such position in the office and/or as a team with the other secretarial support staff, as necessary.
What You'll Do
- →This incumbent serves as the Secretary (OA) for the Associate Director of Resources.
- →The secretary has extensive responsibility for coordinating work within the organization, where procedures and administrative controls are equivalent to those typical of a large, complicated office.
- →Duties include, but are not limited to: Acts as office liaison, handling communication with persons, and/or groups within and outside of the facility.
- →Reviews correspondence for appropriate disposition, gathering information and using knowledge of healthcare system's policies and other regulations when composing replies.
- →Ensures accurate identification, reporting, trending, and education to provide efficient operations and protection of resources.
- →Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone and grammatical correctness.
- →Coordinates arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited.
- →Monitors suspense items and follows them to a timely completion.
- →Notifies the appropriate office subordinate management officials of the need for information or recommendation for administrative problems, and either prepares the response or follows up to ensure timely response by others.
- →Alerts appropriate staff officials on new, updated and/or changes in policies and procedures providing recommendations, assigning action as appropriate and following up on procedural materials to ensure a timely response.
- →Screens all visitors and telephone calls from within the facility, VISN, Central Office, congressional staff, veteran service organizations, local agencies, Veterans and their families, Federal agencies, State agencies, etc.
- →Performs administrative work, which includes management of the office schedule and day- to-day plans.
- →Develops routine plans and schedules using standard references and existing information.
- →Exercises exclusive control over the Executive's appointments/calendar to set availability and priorities.
Requirements
- ✓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.
- ✓There is no educational substitution at this grade level.
- ✓Note: Only education or degrees recognized by the U.S.
Personality Fit
This role is commonly a great fit for these MBTI types:
Job ID: 7ed496cf-4568-4c4d-b43c-cfd4149f9209
Posted via USAJobs