Job Listing
Secretary (OA)
Veterans Health Administration · Posted 55 days ago
About the Role
The incumbent serves as the principal Secretary to the Medical Center Director of the VA Texas Valley Coastal Bend Health Care System. The position performs a wide range of executive administrative responsibilities including managing reports and correspondence; screening calls and visitors; coordinating the Director's calendar and meetings; maintaining filing and records systems; supporting personnel actions and timekeeping processes; and coordinating training and travel arrangements.
What You'll Do
- →As the Lead Secretary, the incumbent coordinates closely with staff at all levels of the organization to establish, improve upon and provide continuity of office operations.
- →Upon request, informs the Director on such matters as past practice with respect to various reports, miscellaneous recurring requirements and continuing obligations, and sources from which the Director can obtain a quick explanation of various matters.
- →Assists the Director's subordinates by relaying specific instructions and giving advice concerning procedural and administrative requirements.
- →Reports and Correspondence: Monitors, routes, and tracks all incoming and outgoing correspondence, ensuring accuracy, completeness, and compliance with VA and VHA correspondence requirements.
- →Screens all incoming correspondence and reports.
- →Coordinates and assures timely completion of all reports, correspondence and personnel actions.
- →Responsible for review and final preparation of all outgoing correspondence, reports etc. in accordance with VHA Directive 1216.
- →Contacts other members of leadership to develop information and assemble data not readily available for use by the Director in replying to correspondence.
- →Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form.
- →Types a variety of documents into final form, ensuring correct grammar, spelling, punctuation, format and style.
- →Calendar and Meetings: Independently maintains the Director's enterprise calendar; prioritizes requests; deconflicts appointments; and ensures alignment with mission priorities.
- →Tracks and documents official activities as federal records; applies NARA GRS 5.1 (Common Office Records) for calendars/appointment records; applies GRS 5.2 for transitory scheduling messages.
- →Ensures calendar content that contains personally identifiable information (PII) is handled in accordance with the Privacy Act; prepares calendar extracts for public release when appropriate under FOIA, applying exemptions as necessary.
- →Calls and Visitors: Screens phone calls and in-person visitors, determining priority and nature of requests prior to routing to the Director.
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.
Personality Fit
Job ID: b3e8259c-cb47-492a-a670-ebe4c6abc2d0
Posted via USAJobs