Administrative Support Assistant

Summary The Administrative Support Assistant serves as the confidential secretary to the Senior Strategic Business Partner (SSBP) within in the Jackson, MS, Strategic Business Unit (SBU). Providing assistance to the SSBP and, when necessary, other Strategic Business Partners. Exercising independent decision-making in routing and assigning action and suspense dates on all correspondence coming to the SBU on a daily basis. Responsibilities The duties of the position include, but are not limited to: Organizes and maintains efficient office operations and assisting the SSBP with the management and functionality of the SBU including the management of human resources, facilities, space, workload and public relations for the unit. Reviews all work coming into the unit, determines the items which require action, establishes time frames for accomplishment and makes a tentative staff assignment. Develops administrative policies and procedures related to the administration and operation of HR programs and coordinates compliance. Participates in short- and long-range planning for HR programs. Serves as a major liaison between the SSBP and all clinical and administrative services and is responsible for working closely with multiple health care disciplines to achieve performance and customer-service standards. Maintains subject-matter files and records that relate to the work of the unit. Schedules appointments and makes arrangements for time, participants, and location of meeting in accordance with instructions from the supervisor. Responsible for unit staff meeting minutes and agenda. Performs timekeeping functions for the unit and trains alternates as necessary. Reviews all outgoing reports and correspondence requiring the signature of the SSBP or of any higher-level management official. Coordinates need for new and replacement equipment and supplies, researching sources and developing justification for new and additional equipment. 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, 8:00 am - 4:30 pm, subject to change based on the needs of the facility. 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD01389A and PD01390A 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 To be eligible to apply, you must be either a VISN 16 HR employee or a current, permanent VA employee eligible under CTAP (see "This Job is Open To" section above) 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, 01/13/2025. 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. GS-06: You must have served 52 weeks at the GS-05. GS-07: You must have served 52 weeks at the GS-06. 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: VRA and Schedule A appointment authorities may not be used to bypass time-in-grade for this internal announcement. GS-06 Grade Level Requirements: Specialized Experience: You must have one year of specialized experience equivalent to the next lower grade level (GS-05) in the Federal service or equivalent. Qualifying specialized experience includes (must be clearly detailed on your resume): Independently plans and carries out the assignments in conformance with accepted policies and practices; Adheres to instructions, policies, and guidelines in exercising judgment to resolve commonly encountered work problems and deviations; Brings controversial information or findings to the supervisor's attention for direction OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 6 months of graduate education. Note: To be creditable, graduate education must be directly related to the position to be filled. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first three months of graduate education to qualify. GS-07 Grade Level Requirements: Specialized Experience: You must have one year of specialized experience equivalent to the next lower grade level (GS-06) in the Federal service or equivalent. Qualifying specialized experience includes (must be clearly detailed on your resume): Performs a variety of administrative functions such as timekeeping, coordinating new and replacement equipment requests, and making arrangements for travel and/or meeting and conferences; assist in developing policies and procedures related to the administration and operation of programs; Uses a range of office automation software to access information and prepare documents; Communicates factual and procedural information clearly, orally and in writing; Maintains files and records and ensures all documents are in compliance with policies OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 1 year of graduate education. Note: To be creditable, graduate education must be directly related to the position to be filled. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first six months of graduate education to qualify. You will be rated on the following Competencies for this position: Administration and Management Communications Computer Skills Customer Service (Clerical/Technical) 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, driving an automobile, carrying of light items such a paper, books, etc. No special physical demands are required to perform the work. 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 A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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.