Secretary (Office Automation)

Summary

Employee will serve as the Executive Secretary (OA) for the Office of the Chief of Staff (COS) located at the Veterans Healthcare System in Fresno, CA.

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Duties

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***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Duties:

• Performs a variety of executive-level secretarial responsibilities that involve office planning, correspondence control, screening calls and visitors and resolving issues for the COS.
• Serves as a resource to other administrative secretaries, providing guidance and expertise on issues involving correspondence, filing procedures and a wide variety of administrative support functions. Mentors and trains administrative assistants.
• Coordinates and schedules leadership calendar, scheduling routine and professional meetings, events, luncheons, etc. and arranging hotel and travel arrangements. Submits travel vouchers and claims upon completion of travel.
• Prepares agendas and takes minutes of meetings.
• Gathers materials for use in reports and presentations. Maintains files of visual aids for use in the presentations and making the arrangements for the presentations.
• Reviews all documents, forms, proposals and travel requests to assure completeness and accuracy.
• Operates office equipment, including all PC based (MS Office) computer programs, LCD projector, laptop computer, typewriter, calculator, copying machine, fax machine, printers and dictation equipment.
• Takes meeting minutes, which may be of a highly technical and confidential nature, and tracks attendance.
• Serves as a back-up timekeeper.
• Performs other duties as assigned.

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

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not approved

Requirements

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Conditions of employment

• 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 is normally sedentary but includes some walking, standing, bending and carrying light items such as papers and books. No special physical demands are required to perform the work.
• 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) - See "Required Documents" below for details.

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

SPECIALIZED EXPERIENCE: At least 1 year of specialized experience equivalent to at least the GS 7 grade level in the Federal Service that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience includes: performing a variety of secretarial responsibilities that involve office planning, correspondence control, screening calls and visitors and resolving issues; managing leadership calendar, coordinating meetings, conferences, and events and making travel arrangements; preparing agendas and taking meeting minutes; utilizing various types of office equipment, and computer software programs, including Microsoft Word, Excel, PowerPoint to prepare correspondence, reports, presentations, etc.; and training personnel on administrative functions.

AND

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute.

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

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

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.

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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

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.