Virtual Secretaries Assistance | Remote

Summary The incumbent serves as the principal Secretary to the Medical Center Director of the VA Texas Valley Coastal Bend Health Care System. The position performs a wide range of executive administrative responsibilities including managing reports and correspondence; and coordinating training and travel arrangements. Responsibilities As the Lead Secretary, the incumbent coordinates closely with staff at all levels of the organization to establish, improve upon and provide continuity of office operations. Assists the Director's subordinates by relaying specific instructions and giving advice concerning procedural and administrative requirements. Contacts other members of leadership to develop information and assemble data not readily available for use by the Director in replying to correspondence. Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form. Types a variety of documents into final form, ensuring correct grammar, spelling, punctuation, format and style. Tracks and documents official activities as federal records; applies NARA GRS 5.1 (Common Office Records) for calendars/appointment records; Ensures calendar content that contains personally identifiable information (PII) is handled in accordance with the Privacy Act; Calls and Visitors: Screens phone calls and in-person visitors, determining priority and nature of requests prior to routing to the Director. Provides authoritative information on office procedures, meeting requirements, communication protocol, and accurate referral contacts. Ensures visitor access aligns with security and PIV/HSPD-12 credentialing procedures. Maintains confidentiality and provides customer service consistent with VA values and privacy requirements File System and Records Management: Establishes, organizes, and maintains electronic and physical filing systems for the Office of the Medical Center Director. These files must be appropriately handled, stored and destroyed in accordance with applicable federal law and records management policies. Assists in preparing, routing, and tracking personnel-related documents including: Recruitment requests and onboarding materials; Position descriptions and job analyses; Awards (Special Contribution, Time-Off, On-the-Spot, performance awards) Training and Travel: Coordinates registration, monitoring, and documentation of required training for the Director and designated staff. Maintains training records consistent with NARA GRS 2.6 retention requirements. Arranges local and long-distance travel, ensuring compliance with the Federal Travel Regulation (FTR). Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Secretary (OA)/PD013330 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. 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; Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. For a GS-08 position you must have served 52 weeks at the GS-07. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. 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. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. 40 words per minute typing speed You may qualify based on your experience as described below: Comprehensive knowledge of executive-level office operations, correspondence management, timekeeping procedures, records management, and federal administrative processes; Knowledge of VA and VHA directives, standard operating procedures, and regulations governing correspondence, records, privacy, FOIA, timekeeping, personnel actions, and travel; Proficiency with office automation systems, virtual meeting platforms, manuscript editing, proofreading, and document formatting; Ability to interpret and apply administrative policies, anticipate leadership needs, and independently resolve complex administrative problems; and expert knowledge of the English language, grammar and the ability to use this knowledge in crafting executive level correspondence. 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 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. 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. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.