Job opening: Administrative Support Assistant (OA)
Salary: $47 616 - 61 897 per year
Published at: Aug 11 2023
Employment Type: Full-time
This position is aligned under the Office of the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) within Nursing Service at the San Diego VA Medical Center (VAMC). The Nursing Service is the largest service in the facility, comprised of over 970 clinical and administrative employees. The Nursing Service collaborates in a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention.
Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Perioperative Service, and Inpatient Care and Ambulatory and Specialty Program operations.
Prepares, executes, and/or tracks program assignments. Uses database applications to extract information to prepare/assist in preparation of reports.
Evaluates validity of documents and other data collection forms. Coordinates incoming data from a variety of sources within the assigned program areas.
Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.
Enters pertinent information into an automated tracking system. Assembles data for use of the ANEs in conferences and prepares appropriate information packets.
Maintain controls and follow-up action on reports having specified submission dates for the administrative services.
Reviews reports to ensure the content addresses pertinent issues; returns deficient submission for clarification to originating individual(s).
Various reports and documents may include but are not limited to peer reviews, root cause analyses (RCAs), employee proficiencies, ECF and GS performance appraisals and other actions items.
The incumbent coordinates with Nursing Service Administrative Officer (AO), Human Resources Management Service (HRMS), assigned program managers, ANEs, Deputy Nurse Executive (NE) and ADPCS/NE on matters such as the proper completion and timeliness of employee proficiencies, ECF and GS performance appraisals.
Incumbent distributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reports; sends deadline reminders as necessary; compiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards, etc.
Presents information on RN proficiency and boarding process to ONE, ANE and Nursing Service Managers; coordinates with HR, the secretary for the ADPCS/NE and Registered Nurse Professional Standards Board (RNPSB) Chair to facilitate the timely boarding of RNs assigned throughout the VAMC.
Coordinates with the Program Application Specialist on the RN Proficiency Database.
Performs clerical and technical level work in support of a budget analysis and/or administration function.
Processes budgetary transactions for assigned appropriated funds, reimbursable travel, and transportation accounts; maintains responsibility for tracking of fund control points related to PSIC/ASP.
Determines appropriations to be charged by object class and line item and forwards invoices to the appropriate accounting office for payment.
Prepares and assembles various data, including narrative and statistical materials into reports, charts, etc., that are provided for justification of the budget or for other administrative uses.
Monitors and tracks obligations and expenditures throughout the execution phase of the annual operating budget.
Verifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmed; reports irregularities to higher level leadership, as necessary.
Maintains and directs a system of internal controls which assures sound budgetary management in accordance with federal and agency regulations, local policy, and in accordance with generally accepted bookkeeping procedures.
Reviews financial reports with higher graded Nursing Service administrative staff to assure accuracy and compliance.
Indicates when budget adjustments will be necessary, as fund availability changes or as equipment or staffing costs increase.
Work Schedule: Full-Time, Monday - Friday, 08:00 am - 04:30 pm
Compressed/Flexible: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (OA)/PD12899-A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not Required
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/21/2023.
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 as described below:
Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Perioperative Service, and Inpatient Care and Ambulatory and Specialty Program operations. Prepares, executes, and/or tracks program assignments. Uses database applications to extract information to prepare/assist in preparation of reports. Evaluates validity of documents and other data collection forms. Coordinates incoming data from a variety of sources within the assigned program areas. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.
Proficiency Requirements: In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.
Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade):
40 words per minute typing speed
You will be rated on the following Competencies for this position:
Budget AdministrationCommunicationComputer SkillsCustomer Service
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 in nature. However, it may also require some walking and standing throughout the course of a normal workday. Some lifting of boxes and supplies, with bending, stooping and overhead reaching will be required (e.g. carrying/relocating such items as boxes of supplies). The incumbent uses a keyboard and telephone extensively during their normal daily activities.
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/.
There is no educational substitution at this grade level.
- Address San Diego VA Medical Center
3350 La Jolla Village Drive
San Diego, CA 92161
- Name: Charise Young
- Phone: 404-398-8281
- Email: [email protected]