Serves as the Administrative Support Assistant located at Phoenix Indian Medical Center. The purpose of the position is to perform a wide variety of administrative tasks associated with maintaining and supporting the work performed within a department. Such work includes functions necessary for the efficient management of an office and department leadership team, and ranges from correspondence and information control to timekeeping, acquisitions, and training/travel coordination.

Duties

Serves as the primary administrative support position in the assigned department and is regarded as an expert source of information on processing transactions for administrative and management support functions including personnel, procurement, budget and acquisition tracking and planning and general office management. Performing administrative and miscellaneous clerical work and uses a good working knowledge of the organization and a broad understanding of the administrative, clerical, budgetary, and supply work within the department. Participates in the non-technical aspects of the program planning. Recommends changes in policies and procedures. Makes recommendations to the Standard Operating procedures (SOP) for administrative functions. handles incoming and outgoing materials related to correspondence, reports, memoranda, and other forms of written communication. Performs the following duties: tracks controlled correspondence; composes and edits correspondence, letters and reports; reviews correspondence and other written documents for accuracy and completeness; and develops standard or form letters and replies to inquiries. Develops background information and prepares outlines for correspondence/reports. Coordinates administrative matters within the assigned department and other activities. Prepares, coordinates, and completes arrangements for department employee travel and training. gathers travel information and insures travel authorizations are processed in a timely manner. Arranges for space, materials, lodging, consultants, speakers, etc. Administratively coordinates and facilitates necessary processing for special training programs. Obtains receipts from employees and completes reimbursement vouchers as necessary. Serves as point-of-contact for scheduling meetings for conference rooms located within the department. Responsible for changes to scheduling of appointments, coordinates meetings, and/or schedules conferences. Researches and provides background on subject matter of meetings without direction and informs supervisor. Functions as the timekeeper for the department. Timekeeping responsibilities include bi-weekly pay with some complicating factors with strict deadlines. Monitors, instructs, and provides guidance to all administrative/clerical personnel on correct Integrated Time and Attendance System (ITAS) procedures. Serves as liaison in resolving employee pay problems Supports the leadership team in hiring processes by assisting with clerical portions of HR recruit packet paperwork and other HR paperwork. Maintains and updates the department organizational chart. Prepares letters, memoranda, and other non-technical correspondence with authorization to sign in their final form.

Requirements

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. 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; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. BASIC REQUIREMENT(S) . Applicants must meet the following typing proficiency:40 words per minute based on a five minute sample with three or fewer errors.In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below. MINIMUM QUALIFICATIONS: GS-06: Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level (GS-05) in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: Performs administrative support position in the assigned department and is regarded as an expert source of information on processing transactions for administrative and management. Recommends changes in policies and procedures. Makes recommendations to the Standard Operating procedures (SOP) for administrative functions. Functions as a well-informed resource regarding all administrative support matters. Coordinates administrative matters within the assigned department and other activities. Applicants must be able to type at least 40 words per minute MINIMUM QUALIFICATIONS: GS-07 Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level (GS-06) in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: performs Administratively coordinates and facilitates necessary processing for special training programs. Obtains receipts from employees and completes reimbursement vouchers as necessary Serves as point-of-contact for scheduling meetings for conference rooms located within the department. Receives, refers, and interacts with persons within and outside the immediate organizational unit including staff of other Federal organizations, private industry, and the general public. The employee answers questions, resolves problems or issues, and otherwise facilitates organizational business. Time In Grade Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

Education

There are no education requirements.

Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be credited. Applicants can verify accreditation at the following website: https://www.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.

Contacts

• Address Phoenix Service Unit 1616 E Indian School Rd Suite 360 Phoenix, AZ 85016 US
• Name: Renee Cunliffe
• Phone: 928-498-7075
• Email: [email protected]