SummaryThe position serves as the principal administrative support to the Chief of Staff at the Ralph H. Johnson VA Medical Center. The Executive Secretary is responsible for managing the Chief of Staff's calendar, scheduling meetings, and coordinating travel arrangements. This role involves preparing, reviewing, and editing correspondence, reports, and official documents, as well as screening incoming communications to prioritize matters requiring executive attention.
DutiesHelp
Major duties include but not limited to:
- Coordination with Chief of Staff: Meets daily or as needed with supervisor, discussing drafts of letters, publications, agenda for meetings, appointments, methods by which problems have been or will be handled, follow-up action on delayed action and related functions.
- As Executive Secretary to the Chief of Staff, recommends solutions to problems based on knowledge of past practices, regulations and policy.
- Responsible for all travel arrangements for the Chief of Staff.
- Coordinates coverage for the Chief of Staff position in his absence and insures notification of it to the appropriate hospital personnel.
- Disposes of a large volume of inquiries daily that are received from the various services ranging from operating procedures to policy questions from professional and administrative functions of wide variety.
- Consults VA Manuals as necessary in order to cite references, and has the responsibility of orienting all secretaries of the professional services regarding the administrative relationships and responsibilities to the Offices of the Chief Executive Officer and Chief of Staff.
- Authorized to make independently assignments to staff members without discussion with Chief of Staff, such as requests for information to complete reports, teletypes request for data, requests from the administrative divisions for certifications and related functions.
- Explains report requirements and arranges for submission of data to be assembled with other services.
- Coordinates with Personnel, Medical Administration, Fiscal, and other administrative services related to Consulting and Attending appointment and control of funds, proficiency ratings, promotion requests, special work orders.
- Manages correspondence.
- Schedules all appointments.
- Arranges meetings.
- Taking and transcribing dictation.
- Greets visitors and patients.
- Keeps time and attendance.
Work Schedule: Monday - Friday 8:00am - 4:30pm. Work schedule subject to change based on agency needs.
Telework: Ad-hoc
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (Stenography/OA)
/PD005820
Relocation/Recruitment Incentives: Not authorized.
RequirementsHelp
Conditions of employment- You must be a U.S. Citizen to apply for this 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 dentification 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/23/2026.
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-8 position you must have served 52 weeks at the GS-7. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience greeting and interacting with a variety of individuals from high-ranking executives to lower level employees; experience in an office or medical environment performing progressively complex secretarial duties; answering incoming telephone inquiries and correspondence; composing, proofreading, editing correspondence, memorandums, policies, etc.; ensuring all correspondence, memorandums, policies, etc. contain correct format, grammar, spelling, and punctuation; utilizing technology such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); coordinating complex calendars, meetings and travel arrangements.
- Proficiency Requirement: In additional to meeting experience requirements, applicants for this position must show possession of the following skills:
- Ability to type 40 words per minutes
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.
Physical Requirements: The work places no special physical demands on the employee. The work includes some walking, standing, bending, and carrying of light items as paper and books.
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/.
EducationThere is no educational substitution at this grade level.
Additional informationReceiving 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
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.
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Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
BenefitsHelp
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
