Administrative Support Assistant

Summary The purpose of this position to provide a wide variety of clerical and administrative support duties in support of the overall administrative functions of the office, such as, records management, time keeping, training coordination, travel orders, and personnel actions; maintains a perpetual inventory of office supplies; arranges for equipment purchasing, moving and disposal; and preparing justifications for office equipment and furniture and preparing estimates. Responsibilities Major duties include, but are not limited to: The incumbent of this position performs time keeping and related duties, using VA Time and Attendance System (VATAS) the automated time reporting system. This position maintains and revises office files, records and advises Administrative Officer (AO) on proper maintenance and control of records. This position answers telephones, receives visitors, screens calls and visitors for the surgery service line. Employee refers questions and or concerns requiring further assistance to the appropriate person. The incumbent of this position prepares requests for personnel action using the Human Capital Management (HCM) portal, and ensures appropriate entries are made and that appropriate documentation is submitted. Conducts service line new employee orientation sessions and trains users as appropriate, in hardware and software applications, in administrative programs. The incumbent is responsible for training and assisting employees with various software options. The incumbent will assist management and technical Subject Matter Experts (SME) with collecting data and metrics which are leveraged within a variety of operational reports that support the program and/or the combined organization's routine needs and submits to supervisor for review. This position assistants in patient complaints and must demonstrate effective communication skills while preparing letters, memorandums and other written communication. Acts as work order Point of Contact (POC) for the service submitting all electronic work orders through the Engineering Data File (MAXIO) and tracks all orders to assure completion in a timely manner. Initiates the clinical equipment purchase process by soliciting telephone quotations and prepares documentation for submission into the Enterprise Equipment Request (EER) portal for the requisition items through the contracting staff. Maintains a perpetual inventory of office supplies and equipment. Receives information from office personnel for needed supplies or services. Prepares requests for replacement or new equipment with appropriate justifications. Performing other credentialing duties as assigned. Work Schedule: Monday-Friday, 7:30AM-4:00PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD: Administrative Support Assistant/PD803770 Functional Statement : PD803770 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Subject to a background/suitability investigation. Designated and/or random drug testing may be required. May serve a probationary period. Selective Service Registration is required for males born after 12/31/1959. A complete application package; Resume, Transcripts, etc. Selected applicants will be required to complete an online onboarding process. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one (1) full year of specialized experience equivalent to the GS-6 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of a Administrative Support Assistant, and that is typically in or related to the work of this position. Specialized experience includes: experience where you were responsible for providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. NOTE: 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. AND You will be rated on the following Competencies for this position: Clerical Communications Manages and Organizes Information Teamwork Preferred Experience-Clerical administrative experience and support experience in an office setting. 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. 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 NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information.