This position is located within Facilities Management Service at the VA Portland Medical Center. The Administrative Support Assistant provides administrative support to Facilities Management Services (FMS), focusing on specifically the Projects & Operations and Biomedical Engineering sections. FMS is responsible for the maintenance of facilities, operation of utilities, construction, and management of the environment of care at the facility.

Duties

Major Duties: Performs administrative work in a highly independent capacity for a 1A tertiary care health care system. Advises the services' management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management and performs support work in each of these areas. Uses computer technology equipment (e.g., computers, multi-purpose document centers (copy, fax, print), scanners, phone) and software (e.g., Microsoft Office products, VISTA, CPRS) in the performance of office management duties. Receives and greets visitors to the FMS administrative office and triages phone calls, messages, and emails from internal and external customers. Screens requests and acts or makes referrals as appropriate. Plans and coordinates meetings and teleconferences for department Chiefs. Acts as a liaison for the FMS with other areas of the medical center to meet operational needs. Prepares department correspondence (e.g., memorandums, letters, and reports) related to service operations and routes documents for actions. Develops plans or schedules using standard references and existing information. Assembles and summarizes data, background information and other materials from publications and other sources. Produces error free, professional quality work. Supports the FMS staff ensuring that adequate office supplies are on hand and makes necessary purchases to ensure supply needs are met. Performs annual equipment inventories for the Facilities Management Service. Prepares necessary documents for the accession and deaccession of property. Coordinates the administrative aspects of office moves, IT work orders, requesting IT/phone equipment for FMS staff. Performs timekeeping duties for FMS units and manages a tracking system for staff schedules and leave. Incumbent acts in a confidential capacity with respect to the department Chiefs on management matters related to personnel policies, practices, and other matters that affect working conditions at VAPORHCS. Creates employee service folders in accordance with Joint Commission and VAPORHCS Human Resources and Education Service guidelines. Assists the Administrative Officer (AO) in reviewing, updating, and maintaining employee service folders. Assists AO in preparing performance plans, appraisals and competencies. Provides orientation for new staff. Keeps managers inform of the status of on-going personnel actions. Implements local policy based on national guidelines. Has regular access to printed and electronic files containing sensitive information which must be protected under the provisions of the Privacy Act of 1974 and other applicable laws and regulations. The incumbent is responsible for protecting information from unauthorized release or from loss, alteration, or unauthorized deletion and for following applicable regulations and instructions regarding access to files. They follow applicable regulations and instructions regarding access to computerized files, release of access codes, and other security practices. Incumbent serves as the initial point of contact for contractors and is responsible for working as a liaison between Contractors and FMS to obtain the appropriate security access and PIV badging. This work consists of collecting appropriate background information, tracking and reviewing data, completion of reports, maintaining databases and processing follow-up actions on various security related matters and assisting with suitability adjudications. Provides technical advice and guidance to employees, contractors, affiliates, and volunteers regarding matters pertaining to the PIV Program. Incumbent communicates with Contracting Officer Representatives (COR) to close out Undeliverable Orders (UDO) taking actions such as submitting modification requests to reduce the amount and close out the purchase orders or increase of purchase orders as necessary based on the needs of the facility. Interfaces with contracting officials to determine what documentation is required and uploads files into FORCE. Incumbent works closely with the COR, and the AO to read and interpret complex building leases to ensure that proper actions have been placed in the regard to leases and ensuring that that the transactions have been properly entered. Supports budget formulation and execution for Projects & Operation and Biomedical Engineering services. Consolidates and organizes estimates in proper form for submission to fund granting authorities. Assists with account reconciliation by analyzing transactions and reviewing adjustments and corrective entries. Traces transactions entered and prepares worksheets to reflect the source of discrepancies, show corrective actions, and prove the accuracy of adjusted accounts. Work Schedule: Monday-Friday, 07:30am to 4:00pm Position Description/PD#: Administrative Support Assistant (OA)/PD216140 Relocation/Recruitment Incentives: Not authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 12/27/2023. 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. 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 and/or education as described below: Specialized Experience: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: but is not limited to: Providing administrative and technical support for an office; collecting, compiling and tracking data and information; ordering and maintaining office supplies; reviewing all incoming and outgoing correspondence; preparing a range of correspondence and reports; establishing, updating and maintaining office files and records; and utilizing office automation software such as Microsoft Office (Word, Excel, Outlook and PowerPoint). Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. Proficiency Requirements-In addition to meeting Specialized Experience the following is required: Typing Proficiency: 40 words per minute typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. You will be rated on the following Competencies for this position: Attention to DetailBudget AdministrationCommunicationsCustomer ServiceInformation ManagementOrganizational Stewardship 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. There may be some walking, standing, bending, carrying of items such as papers, books and manuals. 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

There is no educational substitution at this grade level.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Patricia Murphy
• Phone: (505) 265-1711 X3703
• Email: [email protected]