Executive Secretary (ADPCS)

U.S. Department of Veterans Affairs; Boise (ID); On-site; USD 42,000 - 64,000; Full time

Job summary

The U.S. Department of Veterans Affairs seeks an Executive Secretary to support the Associate Director for Patient Care Services/Chief Nurse Executive at the Boise VA Medical Center.

The position manages a complex calendar, screens all inquiries, and coordinates meetings with staff, officials, and external partners. You will handle travel arrangements, prepare reports, maintain confidential records, and assist front office staff with timekeeping and documentation.

Qualifications

• One year of specialized experience equivalent to GS-6 in the federal system.
• Proficiency typing at 40 words per minute.

Responsibilities

• Maintains a complex calendar for the ADPCS/CNE and adjusts priorities as needed.
• Receives visitors and screens telephone calls to route inquiries appropriately.
• Coordinates meetings, arranges facilities, and prepares agendas or itineraries.
• Handles travel arrangements, lodging information, and related documentation.
• Prepares internal reports from staff files and other sources.
• Protects confidential information in line with Privacy Act and FOIA requirements.

Skills

Typing 40 wpm

Job description

Summary

The incumbent provides a comprehensive range of administrative and technical support for the Associate Director for Patient Care Services/Chief Nurse Executive's (ADPCS/CNE) office.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/05/2026. 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-7 position you must have served 52 weeks at the GS-6. 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: 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 includes - but is not limited to: Maintains a complex calendar by establishing and adjusting priorities schedules or reschedules appointments - accepts or declines invitations to meetings. Receives all visitors and telephone calls and screens all contacts to determine the nature and purpose of calls and refers calls to the appropriate department. Serves as recorder for committees as assigned - taking meeting minutes - ensuring appropriate distribution of minutes once approved - and supporting the committee chair in notifying staff of action assignments. Prepares a wide variety of recurring internal reports and documents from information obtained from the staff - files - and other sources. Note: Experience must be fully demonstrated and documented on your resume and must include job title - duties - month & year starting and ending dates and hours worked per week. Proficiency Requirements-In addition to meeting experience requirements - applicants for this position must show possession of the following proficiency: ability to type 40 words per minute. Applicants may meet this requirement 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. For more information on these qualification standards - please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Duties

• Duties include - but not limited to the following: As the ADPCS/CNE executive secretary for the Boise VA Medical Center - the incumbent ensures that the practices and procedures used by subordinate offices are consistent with those of the Executive Office
• Coordinates with other staff in the Executive Office to ensure smooth workflow and appropriate office coverage at all times
• On own initiative recommends changes in administrative policies
• The incumbent is responsible to receive all visitors and telephone calls for the ADPCS/CNE
• Reception responsibilities frequently require initiative - knowledge and decision making on the part of the incumbent - who represents the facility in highly sensitive contacts
• Screens all contacts to determine the nature and purpose of calls and refers calls not requiring the ADPCS/CNE attention to appropriate clinical service manager or independently addresses matters without referral
• When situations must be referred to the ADPCS/CNE - the incumbent furnishes the ADPCS/CNE with information to aid in the discussion
• Interacts frequently with both internal and external customers to resolve a variety of complaints made by patients and their families including potentially hostile or aggressive visitors
• The incumbent independently exercises exclusive responsibility for maintaining a complex calendar for the ADPCS/CNE
• In collaboration with the ADPCS/CNE and independent discretion - establishes and adjusts priorities schedules or reschedules appointments - accepts or declines invitations to meetings
• On own initiative coordinates with staff involved in the meetings
• arranges for appropriate meeting facilities - either at the Medical Center or at remote locations - including audiovisual equipment - teleconferencing equipment - etc.
• prepares and distributes agenda or visit itinerary
• arranges for refreshments or meals as appropriate
• assists with travel arrangements or provides information on lodging and travel as appropriate
• The incumbent responds to inquiries and administrative problems brought to the ADPCS/CNE by members of the staff and officials of the agency' central office - VISN 20 - state and local governments - other hospitals and organizations - other federal agencies - and congressional staff
• Notifies the appropriate staff officials of the need for information or recommendations and either prepares the response or follows up to ensure a timely response by others
• Incumbent prepares a wide variety of recurring internal reports and documents from information obtained from the staff - files - and other sources
• Works with and safeguards confidential information of major importance - such as medical or administrative staff problems - litigation activity - future hospital plans - Labor and Employee Relations issues - personnel grievances - and evaluations of key personnel
• Incumbent assists in developing data for ADPCS/CNE use in appearance before service and civic organizations - both as speaker and member of panels - and works with other front office personnel on community participation assignments
• When assignments require - incumbent arranges transportation - hotel accommodations - social arrangements - and secretarial assistance
• Incumbent provides guidance to the other front office secretaries in maintaining official station title files - correspondence - and other record series for the Executive office
• Assists with other front office Secretaries on maintenance and preparation of timecards for the Executive office and the schedule of activities - conferences - and meetings held in the Director's Conference Room
• Incumbent oversees the maintenance of government manuals - policy notebooks - and files in the Executive Office and ensures such records are handled appropriately and are available as needed
• Is responsible for maintenance of files secured in the Executive Office safe - including periodic review and updating as required
• All records are handled in compliance with confidentiality regulations - including the Privacy Act of 197 4 - FOIA regulations - and other applicable laws and regulations
• Work Schedule: Monday - Friday - 0730-1600 Telework: Ad-hoc Virtual: This is not a virtual position
• Position Description/PD#: Executive Secretary (ADPCS)/PD603920 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Financial Disclosure Report: No required