Secretary (Office Automation)

Summary Employee will serve as the Executive Secretary (Office Automation) to the Deputy Chief of Staff located at the Tennessee Valley Healthcare System in Murfreesboro, TN. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Duties will include, but may not be limited to the following: Manages and coordinates the day-to-day office functions for leadership to include scheduling appointments and conferences, coordinating projects and initiatives, and serving as recorders for all committees, boards, and councils. Responds to administrative issues brought to attention of internal and external staff or management officials. Notifies the appropriate management official of the needs for information or recommendations and prepares responses or follow-up to ensure timely response by others. Compiles information requested by leadership and required knowledge of clinical services offer by the agency. Instructs and assists secretaries/administrative personnel in the clinical services and serves as back-up in their absence. Serves as timekeeper. Receives and prioritizes incoming correspondence. Processes outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Edits letters, composes letters and reports, prepares public presentation outlines, and develops replies to inquiries. In the Chief's absence, maintains a file of correspondence and events of which the Chief should know, and upon return, brings such matters to his/her attention. Maintains recurring reports control log and suspense log of ad-hoc reports. Assembles, summarizes, and tabulates statistics and materials from files or other sources and compiles into various reports. Make travel arrangements, including itinerary, lodging, transportation. Anticipates needs for materials or briefings for conferences and meetings and notifies staff member for needed information and organizes such materials. Provides general office supply and equipment support services using established procedures to procure, authorize, control and justify purchases. Perform other duties, as necessary. Work Schedule: Monday-Friday, 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Telework: This position may be authorized for telework on an Ad-Hoc basis. Telework eligibility will be discussed during the interview process. Requirements 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 primarily sedentary. Work requires walking, standing, bending, and carrying light items such as books, files, and papers. No special physical qualifications 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 ( 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: Requires one full year of specialized experience 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. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-7) in the Federal service. Specialized experience includes providing secretarial support in a complex/fast-paced environment managing executive schedules and calendars, coordinating meetings, making travel arrangements, handling sensitive correspondence, compiling and preparing reports, maintaining office files and records; applying office procedures, correspondence rules (grammar, spelling, punctuation), and using office automation/computer systems; interacting with a wide variety of people with divergent backgrounds. Knowledge of healthcare system administrative policies and programs is preferred. (Resume(s) must clearly support the level of specialized experience to qualify for this GS-8 position.) 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. Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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 for the specialized experience at this GS-8 grade level. It is not necessary to submit transcript(s). NOTE: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: 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 Veterans Affairs, Veterans Health Administration