Secretary (OA)

Summary

Position is located within the Office of the Deputy Director of the Central Alabama Veterans Health Care System (CAVHCS) located in both Montgomery and Tuskegee, AL and serves as the clerical assistant and advisor to the Deputy Director. Candidate 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

• This position ensures that the different and varied administrative support functions for which he/she is responsible for are handled in a manner to enhance the efficiency of the Office of the Deputy Director as a whole for a.
• Multi-facility healthcare system The Office of the Deputy Director has oversight of Engineering/Facilities.
• Management, Healthcare Technology.
• Management, Finance, Supply Chain.
• Management, Facility Planning and Employee Engagement and serves as an executive liaison for local and VISN HR, OIT and Information Security.
• Responsibilities include, but are not limited to: Determines nature of call or business of visitors, if business requires the attention of technical or staff specialists, decides whether the importance of business such as to require personal attention of.
• Superiors or if the visitor should be referred to the appropriate organizational component concerned with specific subject.
• Responds to inquiries and administrative problems brought to the Deputy Director's Office by Direct Reports, Services, and other internal and external stakeholders.
• Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Deputy Director.
• Screens all publications, directives, and periodicals, and brings those of significance to the Deputy Director's attention.
• Maintains the manager's daily calendar, making appointments and arranging conferences and meetings without specific prior approval, based on a knowledge of the manager's schedule.
• Schedule appointments, audio and video conferences, and meetings Confirms conference rooms, coordinate attendance, reserves equipment, prepares, and distributes agendas and minutes Coordinate training and travel for the Deputy Director Prepares training request and documents attendance.
• Performs typing on a computer keyboard wherein the work requires competitive level proficiency in typing as well as knowledge of office hardware and software systems.
• Receive, review, and distributes all of the Deputy Director surface mail, inter-office mail, electronic mail and facsimile mail, delegating responsibility for replies as appropriate.
• Monitors, recommends, and implements changes in correspondence processes affecting work in the Office of the Deputy Director.
• Guide others in the preparation of correspondence and informs them of procedural changes.
• Advises the Deputy Director of significant items of interest in correspondence, files, and reports Responds to correspondence not requiring the Deputy Director's personal attention.
• Uses varied functions of several types such as word processing; data base management, electronic mail, as well as graphics, spreadsheet, and database management software.
• Prepares letters, memoranda, messages, agendas, and minutes either self-composed, from handwritten notes, dictation or recorded media with responsibility for content format, grammar, punctuation, and spelling.
• Utilizes a variety of office automation systems and various software packages to accomplish work.
• Assignments include text editing; file creation, maintenance, and retrieval; use of message, calendar, and suspense systems; and use of other specialized tools in support of specific functions.
• Utilizes knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions, and additions.
• Prepares a variety of narrative and statistical material, correspondence, reports, etc.
• Work Schedule: Monday.
• Friday, 8:00 AM.
• Subject to change based on agency needs.
• Virtual: This is not a virtual position.
• Position Description/PD#: Secretary (OA)/PD09306A Travel: You may be expected to travel for this position.
• This is a dual campus facility.
• Weekly travel is required between CAVHCS campuses located in Montgomery and Tuskegee, Alabama.
• Occasional travel to CAVHCS Community Based Outpatient Clinics located in Alabama and Georgia will be required.

Requirements

• 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).

Education

There is no educational substitution at this grade level.

Required Documents

• To apply for this position, you must provide a complete Application Package which includes:
• The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former.
• Federal employees), documentation to support Veterans.
• Preference claims, or.
• ICTAP/CTAP documentation (for displaced.
• Federal employees). You will not be contacted for additional information. Cover Letter.
• DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) Other (1) PCS Orders Professional Certification Proof of Marriage Status Resume Separation Notice (RIF).
• SF-15 SF-50/ Notification of Personnel Action Transcript.
• SF-50, Notification of Personnel.
• Action (if applicable for Time in Grade and/or.
• Eligibility): Most recent.
• SF-50 if you are a current or former Federal employee An.
• SF-50 showing 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.
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Examples of appropriate.
• SF-50's include: Within grade increases at the highest grade held; or.
• Promotions with an effective date more than one year old; or.
• SF-50's at the highest grade held with an effective date more than one year old. Veterans' Preference: When applying for Federal Jobs, eligible.
• Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor.
• Preference (SSP) in the questionnaire. You must provide a legible copy of your.
• DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable,.
• General, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible.
• Veterans) must also submit an.
• SF-15 "Application for 10 Point Veteran.
• Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on.
• Veterans' Preference, please visit Feds Hire Vets.
• Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.
• Wearing a face mask is required when an exemption to the influenza vaccination has been granted.
• HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
• HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.
• VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.
• HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected.
• To perform any or all of their work at these facilities.
• HPTs may be paid or unpaid and include residents, interns, fellows and students.
• HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
• Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.
• The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.
• Management may use any one or any combination of these methods to fill the position.