Secretary (OA)

U.S. Department of Veterans Affairs

Seattle (WA)

Hybrid

USD 63,000 - 90,000

Full time

6 days ago

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Job summary

This position provides full secretarial support at VA Puget Sound Health Care System in Seattle. You will manage the Executives' schedules, prepare agendas and minutes, and handle travel arrangements and correspondence.

You will also prepare performance appraisals, maintain files, and serve as the primary contact for the Executive office. Telework is ad-hoc; regular hours are Monday–Friday, 8:00am–4:30pm.

Qualifications

No educational substitution at this grade level.

Responsibilities

Manages the Executives' schedules or day-to-day plans, identifies the schedule and resources needed.
Schedules appointments and resolves conflicts daily; prioritizes critical items.
Attends board meetings, prepares agenda and minutes, and follows up on action items.
Researches and provides background information or data analyses for Executives.
Prepares performance appraisals and maintains competency folders.
Tracks incoming and outgoing mail and correspondence.
Proofreads documents for clarity, completeness, and background information.
Maintains files related to Veterans, employees, investigations and tort claims.
Keeps time and attendance records as Timekeeper; handles travel arrangements for Executives.
Acts as primary contact for the Executive office; triages inquiries from Veterans, employees, VISN, and partners.

Job description

Department: Department of Veterans Affairs

This position is located at VA Puget Sound Health Care System (VA Puget Sound), a Joint Commission-accredited, level 1A tertiary regional amputation center, polytrauma network site, and academic research center with 408 operating beds. The healthcare system includes the Seattle and American Lake Divisions and seven Community-Based Outpatient Clinics.

Key Responsibilities

This position provides full secretarial support to two Executive Leadership Team Members - SES-level Deputy Executive Medical Center Director and Associate Director, Business Services. Duties and responsibilities include, but not limited to: Manages the Executives' schedules or day-to-day plans, identifies the schedule and time required, and estimates the resources needed.

Schedules appointments without prior approval, resolves all scheduling conflicts daily by exercising the delegated authority to prioritize and understand what is consider critical versus non-critical, and reconcile any conflicts. Schedules Executive Office conference rooms according to the date, time, number of persons expected, audio/visual needs, and purpose of the event while also covering the Seattle Executive Office conference rooms when needed.

Attends the Executives' board meetings, prepares the agenda and meeting minutes, and independently follows up on action items with the appropriate staff members on behalf of the Executives. Researches and provides background information or data analyses for the Executives on topics of interest. Prepares performance appraisals for the Executives' direct reports and maintains the competency folders. Tracks incoming and outgoing mail and correspondence.

Proofreads documents for the Executives' signature for clarity, completeness, and sufficient background information. Updates office documents and prepares written letters or correspondence on behalf of the Executives with proper grammar and spelling. Establishes and maintains files of correspondence and other documents related to Veterans, employees, investigations and tort claims, performance appraisals, surveys, and other sensitive matters.

Serves as a Timekeeper to maintain and record leave and attendance for the Executives and serves as back-up Timekeeper for all Executives. Completes travels arrangements for the Executives and other members of the Executive Leadership Team.

Serves as the primary point of contact for the Executive office to independently collect, triage, and resolve incoming queries from Veterans, employees, VISN, VA Central Office, Congressional Offices, DOD partners, and other community-based medical centers and organizations, while also providing the highest level of customer service.

Seek to resolve matters at the lowest level possible and get back with the requestor or provide a warm handoff to the next appropriate person for resolution. Veteran complaints and compliments are documented in the Patient Advocacy Tracking System Replacement (PATS-R) and compliments are followed up by a written letter from the Executives prepared by the incumbent.

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 - 4:30pm Telework: AD-HOC (as determined by the agency policy) Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD414030 and PD414040 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements & Education

There is no educational substitution at this grade level.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $62809 – $90190/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What is the application deadline?

Applications close on 2026-11-12.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.