U.S. Department of Veterans Affairs · 1 week ago
Secretary (OA)
Temple, TX
Full-time
Onsite
Entry, Mid Level
$62K/yr - $80K/yr
1+ years expThe U.S. Department of Veterans Affairs is seeking a Secretary (OA) to provide administrative support to the Director at the Central Texas Veterans Health Care System. The role involves managing correspondence, coordinating schedules, and leading a team of administrative staff to ensure effective office operations.
GovernmentMedicalNational SecurityPublic Safety
No H1B
U.S. Citizen Only
Responsibilities
Serves as team leader for the Executive Office secretaries and advises medical center clerical and administrative support staff on administrative policies and procedures
Performs coordinating and supportive responsibilities to ensure effective functioning of clerical processes in the office in support of the Director
Communicates to the administrative support team when a problem or issue is identified in the Executive Office - and collaborates with the team to identify a viable solution
Coordinates with the team and identifies team members for collateral duties including Safety - Combined Federal Campaign - Equipment inventory - Listing Coordinators - and site visit support
Develops recurring schedules for activities specific to the Executive Suite
Coordinate office coverage during staff meetings - staff training - and office programs
Responsible for the management of day-to-day administrative activities for the Office of the Director
Manages the flow of all system-wide correspondence - mail - and electronic mail on behalf of the Director
Responsible for the organization-wide oversight of all CTVHCS administrative assistants and secretaries for correspondence preparation - and appropriate administrative functions
Organizes annual training and learning sessions encompassing all administrative assistants and secretaries for the purpose of providing up to-date office skills - to review current and established VA correspondence procedures - and to assist with overall CTVHCS administrative team-building
Advises clerical and administrative support staff of CTVHCS on administrative issues
Provides expert advice on correspondence preparation - file maintenance - and other administrative issues based upon medical center - VISN - and VACO-established guidelines
Establishes and maintains subject matter files and records for the Executive Office relating to all functional areas of the medical center
Serves as an Automated Data Processing Application Coordinator (ADPAC) for the Executive Office
Assists with Talent Management System (TMS) by coordinating assignments for web-based educational courses - and monitors employee training records to ensure training and mandatory educational training hours are completed in accordance with mandated local and VHA policies
Collaborates with Contracting Officers Technical Representatives (COTR) on appropriate contracting issues for the Office of the Director
Serves as Fund Control Point (FCP) Approving Official for the Office of the Director
Serves as primary timekeeper for the Office of the Director - posting time and attendance
Prepares performance appraisal program (PAP) folders for the Office of Director managerial and supervisory staff - ensuring appropriate documents are maintained in accordance with established CTVHCS PAP guidelines and deadlines - and to ensure proper and timely communication of performance standards with staff and supervisors
Serves as WebHR coordinator for the Office of the Director - collaborating with Human Resources Management Service (HRMS) for the preparation of SF52 personnel actions as appropriate
Controls the scheduling of the Director's calendar
Sets priorities and schedules appointments and travel arrangements based on known priorities without prior clearance or approval
Manages temporary duty (TDY) travel for the Director - using sound judgment to make decisions on developing travel itineraries to coincide with agendas and schedules at TDY sites
Processes travel requests and coordinate all travel requirements to include airline - rental car - and lodging accommodations in accordance with local and procedural requirements and the Federal Travel Regulation
Establishes meeting schedules - develops agendas - compiles data - coordinates participants' and presenters' attendance and logistical requirements - tracks action items and follows up with staff members to ensure commitments made at meetings are met - and serves as recorder - transcribing minutes in final format for publication
Serves as liaison between the Director's Office and other VA agencies on administrative issues - assigning and tracking suspense actions to ensure mandated timelines are met
Receives visitors and telephone calls to the Office of the Director
Contacts include Veterans - their family members - Veteran Service Officers (VSOs) - Congressional staff personnel - officials of other federal - state - and local agencies - affiliated medical schools and health care systems - civic groups - medical center staff - and the general public
Qualification
Required
Applicants must meet all requirements by the closing date of this announcement - 01/29/2026
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 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: Providing executive level secretarial and administrative support to senior leadership/managers
Responding to inquiries from Congressional Representatives - State and local officials - and officials from other federal agencies
Prioritizing work and multi-tasking
Establishing office procedures and recommending improvements as needed
Answering and directing phone calls
Scheduling appointments
Coordinating meetings and/or conferences
Maintaining calendars and schedules for staff
Arranging employee travel; composing correspondence and preparing in final format using a variety of computer software applications
Performing timekeeping duties
Proficiency Requirements: Applicants for these positions must show possession of the following skills - as appropriate: 40 words per minute typing speed with three or less errors
You will be rated on the following Competencies for this position
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 is sedentary
Some work may require movement between offices - hospitals - warehouses - and similar areas for meetings and to conduct work
Work may also require walking/standing - in conjunctions with travel to and attendance at meetings and/or conferences away from the work site
Incumbent may carry and lift light items weighing less than 15 pounds
Company
U.S. Department of Veterans Affairs
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10001+ employees
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Late StageLeadership Team
Charles Worthington
Chief Technology Officer
Helga Rippen
Chief Interoperability and Veteran Access Officer
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