Secretary (OA)

This position is located within the Executive Suite of the Central Alabama Veterans Health Care System (CAVHCS) located at Tuskegee, AL. This position serves as the principal clerical and administrative support for the Chief of Staff and may be required to assist other Executive Secretaries and Administrative staff by carrying out and coordinating all the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the organization.

Duties include, but are not limited to the following: Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls. The incumbent independently takes care of many matters and questions including answering substantive questions not requiring technical knowledge. Incumbent supports the Deputy Director in Resources Executive Council administratively to include scheduling presentations through audio and visual connections and prepare comprehensive meeting minutes in support of the Resources Executive Council. Incumbent prepares meeting agendas independent of the Director and establishes a specific filing system for easy retrieval of all follow-up actions. Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls. Responds to complex questions involving a range of issues that are posed to the Executive office. Process and edit incoming and outgoing correspondence, reports, memoranda, reports, data sheets and other forms of written communications to ensure responses and reports are proofread, in accurate format. Compose and edits letters, reports for accuracy and completeness, prepares public presentation outlines and develop standards form letters and replies to inquiries using proper formatting and guidelines. Track and maintains VA Central Office, White House, Veterans Integrated Service Network, Office of the Inspector General, Health Care System correspondence and reports to include patient inquiries using SharePoint. Assigns deadlines and establishes controls for follow-up. Research files, develops and assembles background information for correspondences and reports. Provides public contact support services by screening all calls to determine if the call requires immediate attention and refers visitors and Veterans to the appropriate point of contact. Accurately takes and transcribes all taped or handwritten notes and prepares meeting minutes, correspondence, memoranda, reports and bulletins. Using Outlook, electronically schedules appointments, coordinates meetings, schedules video-teleconferences, telephone conferences and accurately maintains calendar Serve as timekeeper for the Deputy Medical Center Director's direct reports. Advise the Deputy Medical Center Director on the nature of conferences, appointments and meetings and assures necessary background materials are made available for review prior to approval/meeting. Prepares all travel arrangements for the Deputy Medical Center Director via system. Organizes and maintains files and office records in accordance with RCS 10-1. Maintains tracking system of ongoing and planned activities for the Deputy Medical Center Director and reminds appropriate staff members as to upcoming deadlines, events and needs. Perform other duties as assigned. Work Schedule: Monday through Friday, 8:00 AM - 4:30 PM Subject to change based on agency needs. Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Secretary (OA)/PD09306A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized. Financial Disclosure Report: Not required.

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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.