Job opening: Administrative Support Assistant (OA)
Salary: $37 696 - 49 009 per year
Published at: Aug 11 2023
Employment Type: Full-time
The incumbent serve as Administrative Support Assistants (ASA) for the Behavioral Health Service (BH) and reports to the Administrative Officer (A/O) for BH. This positions primary area of responsibility will be with the Homeless program and in support of the Health Care for Homeless Veterans (HCHV) Program Manager/Team.
Major duties include but is not limited to:
Responsible to administratively coordinate and manage a variety of Clinical Programs and is the administrative resource and point of contact for all administrative issues and needs relevant to the HCHV program
Develops, prepares, and maintains recurring statistical reports and performance data analysis
Provides administrative cross coverage for all BH programs and work in concert with other BH ASA's
Serves as the primary point of contact for various HCHV program functions/activities and computer programs such as suspense monitoring/tracking, data extraction and synthesis,
preparation/presentation of reports and trend monitoring
Provides updates to VISN and VACO, monitor HCHV program budget and FCP expenditures, and program fleet vehicle management
Serve as a team member on various program committees by taking minutes, providing analytical and evaluative data to committee members, preparation of reports and power point presentations
Makes entries of statistical data into the Computerized Patient Records System
Develops, modifies and maintain databases that will organize information obtained from a variety of sources and systems of record for each area of responsibility
Utilizes databases to analyze program information, perform evaluation of data, and create reports and tracking mechanisms developed by self for both presentation to leadership and to sustain and improve program functioning
Serves as an active team member for impromptu and scheduled inspections and reviews performed by various accreditation entities
Coordinates a variety of program-wide routine and special needs projects, reports, surveys, and administrative activities
Searches out and gathers information from a variety of sources such as, BH leadership, staff, external Services within and outside of the facility, facility data banks and programs, VA library, and various SOP's, policies, and directives
Analyzes, interprets, synthesizes data, identifies trends/patterns; suggest resolutions/alternate resolution to leadership, and options for action plans
Routes materials requiring action by staff, establishes controls for follow-up to insure action is completed
Screens all outgoing correspondence for neatness, clarity, correct grammatical content, and adherence to established format and procedures
Recommends changes in procedures and processes when appropriate
Maintains extensive record keeping systems as needed by the various HCHV programs
Takes and transcribes personal, conference, telephone, and committee dictation
Prepares agendas and minutes for distribution
Greets and screens visitors and patients, referring them to staff members
Handles many requests in person for information and resolves or assists in resolving a variety of complaints or inquiries made by patients and their families
Processes applications for continuing education credit hours
Generates attendance forms and provides administrative assistance to staff and speakers and those in general attendance
Work Schedule: Monday - Friday, 8:00 am - 4:30 pm
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (OA)/PD60263-0
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 08/31/2023.
You may qualify based on your experience and/or education as described below:
Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Communicates professionally and effectively orally and in writing; Provides administrative support and general clerical duties for a variety of programs; takes and transcribes minutes; coordinate and manage a variety of Clinical Programs and serves as the administrative point of contact; monitors and track suspenses; monitors and track program budget: prepares of reports and power point presentations; develops and maintain a system of records; routes materials requiring action; prepares agendas and minutes; answers the phones, screens calls, takes messages, transfers calls, locates staff for emergency messages; greets and screens visitors and patients, referring them to staff members. OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 full years above high school or equivalent degree in any field for which high school graduation or the equivalent is the normal prerequisite . This education was obtained in an accredited business, secretarial or technical school, junior college, college or university. If you are qualifying on education, transcripts are required. OR,
Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 semester hours (2 years) is creditable. Transcripts required.
Proficiency Requirement: - 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 DetailClericalInterpersonal Skills
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: No special physical qualifications are required to perform the work. The work requires the ability to move around the office and carry light items such as office files. The work requires ability to walk to certain areas of the main hospital. Also requires long periods of intense concentration
with frequent interruptions.
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/.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html
- Address Boise VA Medical Center
500 West Fort Street
Boise, ID 83702
- Name: Merlinda Winbush
- Phone: 702-791-9000 X14083
- Email: [email protected]