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Secretary (OA)

Company: Department of Veterans Affairs
Location: Indianapolis
Posted on: June 12, 2021

Job Description:

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  • Duties




Position services as the Executive Office Secretary in the Chief of Staff's Office at the Richard L. Roudebush VA Medical Center in Indianapolis, IN.

Learn more about this agency


Specific Duties include, but are not limited to, the following:

  • Prepares a wide variety of recurring and nonrecurring personnel and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources
  • Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Chief of Staff's signature.
  • Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be bandied without supervisor's help.
  • Receives, schedules, refers. and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.
  • Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency.
  • Maintains supervisor's calendar, coordinates meeting arrangements, AOD schedules meetings and/or conferences including those involving staff from outside the immediate office.
  • Independently notes and follows up on commitments made at meetings and conferences by staff members.
  • Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.
  • Independently makes extensive travel arrangements, such as scheduling transportation, making reservations, and preparing travel orders and vouchers based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations.
  • Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.
  • Obtains and monitors the use of services, supplies, or equipment for the office.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

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

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD3121-A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status


Promotion Potential


  • Job family (Series)

0318 Secretary

Similar jobs

  • Office Secretaries
  • Secretaries, Office

  • Requirements



Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process
  • Must be able to type 40 WPM
  • Must provide SF 50's to support Time in Grade requirement


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/06/2021.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. For a GS-08 position you must have served 52 weeks at the GS-07. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows 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.

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.

You may qualify based on your experience as described below:

  • GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: preparing correspondence, reports, and other documents; proofreading/editing correspondence; receiving telephone calls and greeting visitors; maintaining calendars and coordinating/scheduling meetings, performing clerical work, etc.

GS-8 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: preparing a variety of personal and executive correspondence, reports, and other documents; receiving and screening telephone calls, greeting visitors; maintaining calendars for supervisors, coordinating meeting arrangements, scheduling meetings or conferences for employees, proficient typist; utilizing multiple office software to complete administrative tasks, developing office procedures providing guidance to subordinate staff on administrative, clerical, and procedural requirements etc. etc.

You will be rated on the following Competencies for this position:

  • Clerical
  • Computer Skills
  • Writing
  • Communication

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: 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.

Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However there may be some walking, standing, bending, and carrying of light items like papers and books. No special physical demands are required to perform the work.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


There is no educational substitution at this grade level.

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:

Keywords: Department of Veterans Affairs, Indianapolis , Secretary (OA), Other , Indianapolis, Indiana

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