Secretary (OA) Job at US Department of Veterans Affairs in Ann Arbor, MI

Job Description



The incumbent serves as an administrative assistant to the Ambulatory Care Management Team (ACMT). The ACMT staff includes the Associate Chief of Staff (ACOS) Ambulatory Care, Administrative Officer (AO), Associate Chief Nurse (ACN), the Nurse Managers, and other management staff within the Ambulatory Care continuum. The incumbent provides technical and secretarial assistance to the ACMT staff as well as medical providers and others as requested.


Types and formats memoranda, correspondence and other documents utilizing software such as Microsoft Word, Microsoft Excel, Microsoft Power Point, and Microsoft Outlook.

Transcribes dictation and written material in draft and final form including reports, proposals, and memoranda, which contains significant medical terminology.

Composes memoranda and required reports involving many diverse issues pertaining to Ambulatory Care for signature by the Associate Chief of Service of Ambulatory Care and the Administrative Officer.

Assists in the preparation of numerous survey processes.

Assists in organizing the staff and supervisors meetings, Veterans Integrated Service Network meetings, and staff education/training meetings.

Attends, records, transcribes and distributes the meeting minutes.

Assists in the collection of performance improvement data and other data pertinent to Ambulatory Care.

Ensures commitments made at the meetings are met and keeps the Administrative Officer informed of the status of these commitments.

Maintains incoming mail to the Administration Office and is responsible for follow-up and closure of outstanding items and memoranda.

Responsible for the flow of correspondence to and from the administration office.

Assures the format of all outgoing typed materials from the administration office in accordance with VA regulations.

Utilizes sound judgment and diplomacy in notifying services to determine the status of delinquent responses prior to official due dates.

Receives and reviews all correspondence to the Administrative Officer and the Associate Chief of Service of Ambulatory Care, as well as replies to mail not requiring the Administrative Officer’s attention.

Serves as a records liaison organizing and maintaining file systems for appropriate documentation retention including circulars, bulletins, information letters as well as department-wide committee meeting minutes.

Instructs and assists Ambulatory Care staff with software programs, time and attendance system and other computerized information issues.

Maintains an open communication with the administrative, medical, and clerical personnel at all levels.

Work Schedule: Monday – Friday (7:30 AM to 4:00 PM)

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: 5280-A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status


Promotion Potential


Job family (Series)

0318 Secretary



Conditions of Employment

You must be a U.S. Citizen to apply for this job

Designated and/or random drug testing may be required

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


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/25/2020.

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-06, position you must have served 52 weeks at the GS-05. 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. 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; AND

You may qualify based on your experience and/or education as described below:

One year of specialized experience at the GS-05 level or equivalent for this position. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. Examples of qualifying specialized experience include providing technical and secretarial assistance to the appropriate staff as well as medical providers and others as requested in accordance with established policies. Examples of qualifying experience includes, but is not limited to: expertise in computer operation procedures, computer programs for typing correspondence, creating spreadsheets and graphs, maintaining an online calendar, creating mail-merge documents, and utilizing the network server. Other secretarial skills necessary to satisfactorily perform in the position include: proficiency in typing and records management; taking accurate and complete meeting minutes; auditing, collecting, analyzing, and presenting statistical data; and use of general office equipment;


Successfully completed six (6) months or nine (9) semester hours of graduate education in a degree program directly related to the work of the position as a substitution for specialized experience. This education must have been obtained in an accredited college or university. Transcripts (unofficial) are required at time of application. A transcript or course listing must be submitted if you are basing all or part of your qualifications on education. Applications submitted without this information will not be considered. As a general rule, education is not creditable above GS-5 for most positions covered by this qualification standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. Education at the graduate level in an accredited college or university meets the requirements for positions at the GS-6 grade level. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. In order to be creditable under this provision, the graduate education must have been gained in a curriculum that is qualifying for the position to be filled. As such, course work in fields closely related to those specified include may be accepted if it clearly provides applicants with the background of knowledge and skills necessary for successful job performance. Examples (not all inclusive) of closely related graduate level coursework include business, healthcare, and/or public administration or comparable major of study;


Equivalent combinations of successfully completed graduate education and specialized experience, as described above, meets the requirements for this position. If education is used to meet specialized experience requirements, then such education must include courses directly related to the work of the position (copy of unofficial transcripts required at time of application). Equivalent combinations of education and experience are qualifying for all grade levels and positions for which both education and experience are acceptable. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements and may be computed by first determining the applicant’s total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant’s education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used;


In addition to meeting the experience and/or education requirements, applicants must show possession of the following typing proficiency skills, as appropriate. Applicants may meet these requirements 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. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. (Office Automation) (any grade): 40 words per minute typing speed

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

Attention to Detail

Customer Service


Technical Competence

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 primarily sedentary, but also involves frequent walking throughout the Ambulatory Care areas to interrelate with physicians, other medical providers and administrative staff. The incumbent may be asked to carry light to medium weight items such as reports, files, manuals, etc.


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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee’s credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM’s Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

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.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

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.

For more information on the “Who may apply” eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.


Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance


Drug test required


Position sensitivity and risk

Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

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 use this checklist to 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)

Performance Appraisal

Proof of Marriage Status


Separation Notice (RIF)


SF-50/ Notification of Personnel Action


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 http://www.fedshirevets.gov/job/vetpref/index.aspx.



A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.


This job is open to

Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a “surplus” or “displaced” employee.

Federal employees – Competitive service

Current or former competitive service federal employees.

Federal employees – Excepted service

Current excepted service federal employees.

Individuals with disabilities

Internal to an agency

Current federal employees of this agency.

Military spouses

Peace Corps & AmeriCorps Vista


Clarification from the agency

Status Candidates (Merit Promotion and VEOA Eligible)

About Company

Company: US Department of Veterans Affairs

Company Location:  Ann Arbor, MI

Job Category:

About US Department of Veterans Affairs