Secretary

Summary

The Secretary position in the Facilities Management Service falls under the James A Haley VA Hospital. The position reports to the Administrative Officer of FMS. The secretary is integral in dealing with personnel outside of the FMS hierarchy and is the face of the FMS section. They are required to work with multiple sections within the hospital and build a coalition between services in order to accomplish daily tasks.

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Duties

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Functions as the primary facilitator and overseer of a complex multiphase administrative office operation. Insure that a high level of efficiency is maintained. Readjust workloads; which includes the workload of those personnel over whom the incumbent has supervisory responsibility. Effective supervisory abilities are required to ensure the interpersonal relations are maintained in such a manner as to efficiently carry out the administrative aspects of the Facilities Management Service Program. Duties include but are not limited to :

• Collects and complies data on the administrative and managerial aspects of the clerical staff and functions.
• Composes correspondence personally for signature of Chief of Facilities Management Service.
• Distributes materials to service personnel and follows up to ensure that action is completed in accordance with established time limits.
• Maintains contact with personnel from other services regarding services and general information complaints.
• Handles calls personally, giving requested information or taking other action based on knowledge of work flow and organizational policy.
• Initiates calls for information pertaining to administrative and office management matters.
• Maintains the Chief, Facilities Management Service calendar for appointments, meetings, and conferences.
• Schedules conferences notifies participants, assembles appropriate materials, etc.; attends meetings and prepares minutes.
• Makes all necessary arrangements for official travel performed by the Chief, Facilities Management Service and his administrative staff.
• Support the Chief in the planning of special events, projects, workshops, national conferences and coordination of Task Groups.
• Performs review of all material submitted for supervisor's signature; ensures compliance with policy and procedural requirements.
• Develops and maintains computerized spreadsheets which satisfy various program requirements of the service.
• Inputs all computer purchase orders for the service. The incumbent must be proficient in MACintosh WordPerfect, MACDraft, Excel, MACPaint and the Autocad system

Work Schedule: Monday - Friday 8:00am - 4:30pm

Position Description/PD#: Secretary / PD066330

Requirements

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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 ( 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 or trial 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, 07/08/2026.

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-06 position you must have served 52 weeks at the GS-05. 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.

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Performing thorough conscientious work and attending to detail.
• Working with clients and customers to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations.
• Knowledge of available products and services and commitment to providing quality products and services.
• Identifying needs and knows where or how to gather information.
• Organizing and maintaining information or information management systems.
• Writing in a clear, concise, organized, and convincing manner for the intended audience.

You will be rated on the following Competencies for this position:

• Accountability
• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Information Management
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork
• Written Communication

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: Work requires some walking, standing, bending, and carrying light items such as books and papers.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

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. 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.

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.

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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.