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Secretary (OA)

Company: Department Of Health And Human Services
Location: Aberdeen
Posted on: June 13, 2021

Job Description:

* Videos


* Duties




This position is located as part of the Office of the Area Director (OAD), Great Plains Area Office (GPAO), Indian Health Service (IHS). The OAD is composed of the Area Director, and Executive Staff. The incumbent serves as the Secretary and Administrative Assistant to staff located within the OAD and other Executive staff. Duties involve highly confidential administrative, management and medical matters in the Area and must be dealt with extreme confidentiality.

Learn more about this agency


* Provide secretarial and administrative assistant services to the staff located in the Area Director's office. May be asked to preform duties as assigned for unscheduled meetings, assist with printing and combining meeting material packets. Assist the Area Director's office staff with answering of telephone, processing of travel, making hotel arrangements, making copies, scanning, and faxing documents. Preform and prepare any special projects that are directed by Headquarters, to ensure the deadlines are met. * Responds to inquiries and administrative problems brought to the Area Director, Deputy Area Directors and other members of the staff including officials of the Headquarters Office, Tribal, State and local governments other hospitals and organizations1 other Federal agencies and congressional staff. * Provides support to the Area Director, Deputy Area Directors, Health Systems Specialist and Management Analyst and is responsible for scheduling, organizing and documenting meetings and conference calls through written minutes and disseminating minutes to appropriate staff. Th.is includes the Administrative PMO meetings, CEO meetings, Governing Body meetings and Great plains Area Leadership Council meetings, * Maintains all files and records for the Area Director and Deputy Area Directors this includes the Performance Management Appraisal Program files of appropriate staff. * Arranges and schedules conferences for the Area Director and Deputy Area Directors, headquarters and Service Units. Arranges travel and prepares travel vouchers upon completion of travel.

Travel Required

Not required

Supervisory status


Promotion Potential


* Job family (Series)

0318 Secretary

Similar jobs

* Office Secretaries * Secretaries And Administrative Assistants * Secretaries, Office

* Requirements



Conditions of Employment

Must pass pre-employment examination.

Selectee may be subject to a probationary/trial period

ESEP appointees typically serve a two year trial period

U.S. Citizenship is required

Selective Service Registration is required for males born after 12/31/1959

This is a designated position covered by Public Law 101-630, requiring contact or control over Indian children. Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.

Measles and Rubella immunization required for selectees born after 1957. Seasonal Influenza immunization is required for civilian health care facility staff working in Indian Health Service health care facilities.

Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/.

You will need to set up direct deposit so we can pay you.

Background Investigation: If you are selected for this vacancy, you must undergo a pre-employment fingerprint check and background investigation. Fingerprint results and background investigation documentation must be cleared prior to hire. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges. You may be subject to a credit check as a part of the background investigation process.

Fingerprinting, as part of the background investigation process, may be delayed due to COVID-19. All other background investigation procedures will apply. Be advised that your continued employment will require you to complete a fingerprint check within 60 days after notification of return to full operations and successfully obtaining a favorable background investigation.


To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying.

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; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.



In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below.


Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks:

GS-8: 1 year of full-time specialized experience comparable in difficulty and responsibility to the GS-07 grade level that equipped me with the knowledge, skills and abilities to successfully perform the duties of this position. Examples include: screening and answering telephone calls; arranging conferences when required; reviewing correspondence, reports and other documents for proper format, grammar, punctuation, and mathematical correctness and writing simple or complex non-technical correspondence; briefing on important and office related facts, issues, and reports; providing administrative support services such as preparing personnel actions, and ordering and maintaining supplies; retrieving, gathering, and generating data, as well as using various software programs to create spreadsheets, slides, and statistical data.

GS-9: 1 year of full-time specialized experience comparable in difficulty and responsibility to the GS-08 grade level that equipped me with the knowledge, skills and abilities to successfully perform the duties of this position. Examples include: obtaining needed background information before referring calls and visitors and referring items of special importance; arranging meetings and conferences and assembling material for agenda items; reviewing action documents for grammar, format, clarity of information, and conformance with the manager's viewpoint; conducting periodic training sessions; performing administrative support assignments such as initiating, and following up to ensure completion of personnel action requests.

Time In Grade

Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

You must meet all qualification requirements within 30 days of the closing date of the announcement.


There are no education requirements.

For positions requiring positive education requirements, you MUST submit a copy of your transcripts or an itemized list of college courses which includes equivalent information from the transcript (course title, semester/quarter hours, and grade/degree earned) in your resume.

When there is a positive education requirement, or you are using education to qualify as a substitution for experience, transcripts (unofficial) are required at the time of application to verify that you meet the educational requirement or substitution.

Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be credited. Applicants can verify accreditation at the following website: https://www.ed.gov/accreditation

Foreign Education: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: https://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Keywords: Department Of Health And Human Services, Fargo , Secretary (OA), Other , Aberdeen, North Dakota

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