Administrative Assistant (OA)

Summary The primary purpose of this position is to perform general clerical and technical work as the Administrative Assistant of Engineering, under the Office of the Chief, reporting to the Deputy Chief of Engineering Service, performing various administrative and clerical duties in support of Engineering Service staff members, as well as the staff, veterans, and visitors of Veteran Health Indiana, Richard L. Roudebush VA Medical Center (583), Indianapolis, IN. Responsibilities Duties include but are not limited to: Serves as POC for the Office Chief and/or other supervisors/manager's calendars, and schedules appointments and conferences, assuring schedules are maintained which include scheduling meetings with higher organizational parties or dignitaries and executing other requirements as may be needed. Serves as a recorder on multiple committees; Creates meeting agendas and minutes and a basic analysis of data to recognize trends and compiles data to prepare monthly, quarterly, and annual reports. Initiates personnel actions, FTEE requests, classification requests, or setting up interviews and other recruitment efforts Coordinates a systematic review of SOP's, policies, and procedures so that all policies and procedures remain current in all sections organizationally aligned under Engineering. Acts as the primary, service-level TMS administrator for Engineering employees training and maintenance of training records: staff obtains computer-based training (CBT) by TMS, on-station training and off-station training by various means. Ensures that training of all staff is entered in the records and the training records are updated quite frequently, as required by the Chief, Engineering, or VAMC regulations. Performs a wide variety of administrative support functions using different skills and abilities including meeting planning, setting up video/conference calls, recording and generation of agendas and meeting minutes, data gathering, conference setup, support travel requests (alternate preparer), report generation, memos, spreadsheets, graphs and all other presentations, as well as provides ADPAC duties to Engineering staff and training for use of office equipment. Personal Identification Verification (PIV) Sponsor - Issues, collects, maintains, and reviews information pertaining to employee and/or contractor needs for physical or logical access. Verifies applicant information and credentials. Maintains suspense records on all correspondence and action documentations for which she/he is responsible, independently follows up on issues including but not limited to such things as hospital policies, procedures, congressionals, performance evaluations, and appraisals; provide necessary follow up for timely reply or actions. Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials. Provides administrative budgetary support, serving as a control point clerk for the service. Utilizes VISTA to submit 2237 requests for materials and services, choosing proper control points and budget object codes, ensuring that current station regulations are followed. Incumbent will serve as an alternate Approving Official for government purchase cardholders within the service, responsible for approving procurements under designated fund control points. Serves as the point of contact for Engineering's non-expendable equipment. Works independently and in conjunction with others to administer equipment compliance for the service. Responsible for the data gathering, analysis and administration of Engineering's equipment. Aids in ensuring inventories and conducted as required by Logistics and Serves as a primary timekeeper for approximately 80+ employees. Independently posts daily time and attendance on timecards. Verifies leave balances to ensure proper usage. Ensures timecards are accurate with no exceptions showing prior to certification. When applicable, ensures corrected timecards are accurate with no exceptions showing prior to certification. recorded. Prepares for the orientation of new employees, prepares request of acquisitions for office supplies, furniture, and other necessary equipment for employees. Coordinates and schedules office moves and space utilization. Ensures the accurate maintenance of personnel records and forms. Plans, coordinates, and accomplishes a variety of program support tasks, such as recording/tracking specific program data and preparing and compiling data for special reports for several service-line and facility committees and programs. Consolidates statistical and narrative data for reports and/or management review. Work Schedule: Full Time, 7:30am - 4:00pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant (OA)/PD918250 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/14/2024. NOTE: You MUST include qualifying specialized experience employment periods in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume; Failure to include all requirements in your resume will result in disqualification. Please refer to https://www.usajobs.gov/help/faq/application/documents/resume/what-to-include/ for additional information on resume requirements. 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 GS7 position you must have served 52 weeks at the GS6. 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 GS6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing a variety of clerical and administrative duties; knowledge of hospital and service policies, procedures, and directives. You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Customer Service Manages and Organizes Information 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 majority of the work is sedentary but may include some physical effort, such as walking, standing, bending, sitting, and light lifting. There are no special physical demands. 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/. Education There is no educational substitution at this grade level. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.