The position is in the Department of Veterans Affairs, VA Medical Center Salt Lake City, Utah in the Pathology Laboratory Service. The Administrative Support Assistant serves as the Pathology Laboratory liaison and advisor on equipment and product acquisition and equipment/instrumentation service contracts for a wide variety of items to include specialized services.

Duties

Purchasing Performs market research for specialized and unique laboratory equipment, special purpose laboratory and testing equipment, technical equipment, parts, supplies and services in order to meet the mission of the Pathology and Laboratory Medicine Service. Market research is performed to make laboratory supply and equipment. i.e., replacement parts, reagents, etc. purchases and to provide procurement support services for major equipment and supplies purchases. Purchases laboratory supplies using open market procedures, blanket purchase agreements, GSA Federal Supply Schedules purchase orders, and government purchase card procedures in accordance with VHA Directives, Handbooks and Guidelines. Issues request for quotations to ensure the service receives the correct product ordered at a fair and reasonable price. Monitors the status of acquisitions and responds to inquiries regarding the status of laboratory and test equipment and supplies, resource materials, and parts. Responds to inquiries from customers, vendors, and other organizations as it relates to delivery of products. Serves as the primary credit card holder, placing all credit card orders for all sections and tracking of all resource materials required for the operations of the Pathology & Laboratory Medicine Service. Performs extensive research relating to the type of shipment and method of shipment for laboratory and testing equipment to ensure product protection during transport. Coordinates with the warehouse, facilities, and Bio-Med in order to receive, tag, and track government owned equipment. Matches receiving reports with original orders and obligation data to verify partial or complete shipments in order to input invoice information. Verifies accuracy and completeness of shipments and ensures that equipment, supplies or materials have been received and properly signed for. Responsible for preparing 2237 requests for designated contracts and increases/decreases quantities and/or obligations based on the requirement. Maintains automated system of program specific data to track suspense's on items such as stock number, quantity ordered, delivery date, unit cost, standard or existing order numbers, purchase order numbers, obligated amount, supply balance levels, etc. Assists in maintaining the services SharePoint site for compilation and tracking, purchase card order forms, cost per test inventory, equipment inventory, contract data, etc. Inventory Updates and maintains equipment inventory, enters equipment requests, processes equipment turn-ins. Investigates and reconciles routine and recurring discrepancies relating to actions such as receipt control, stock control, and inventory adjustments. Conducts extensive searches for required information to reconstruct records for supply and inventory transactions; and/or provide supply operations support for activities for special purpose laboratory or test equipment, parts and equipment requiring unusual degrees of protection in storage. Budget Reviews invoices, reports, and/or applications for omissions and inconsistencies, and evaluates for completeness and accuracy. Responsible for inputting pertinent information into an automated invoicing system. Audits and prepares all accounts payable invoices for certification and final submission to the Financial Management Service. Performs monthly workload statistical review analysis reports of established contracts in order to assist with the feasibility of cost, vendor reliability and quality of products as contract renewal decisions are made. Data Collection and Reporting/Administrative Support Collects, compiles, and/or tracks data and statistical information in support of the organization's operation. Establishes protocols for incoming data, organizes excel spreadsheets, and retrieves computerized data for all departments serviced. Assembles and summarizes data, background information, and other material-s from publications and other sources. Assists with and completes special research projects in support of policy development and/or technical and program activities of the organization. The incumbent is the designated Time and Attendance Representative. Performs other related duties as assigned. 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: 7:00 - 3:30, Monday-Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD008410 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/11/2023. GS-06 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 as a 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. GS-07 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-07 position you must have served 52 weeks as a 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: 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: GS-06 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: Knowledge and understanding of acquisition statues, regulations, directives, and procedures, as well as business practices associated with supporting VA Pathology Laboratory services; Experience serving as a contract liaison; Knowledge and understanding of the functions as processes required to maintain healthcare, maintenance operations, supply and support services; Knowledge of federal, departmental and agency contracting laws, regulations, principles, and procedures, contracts and provisions, financing, and methods of contracting applicable to the management of services, supplies, and contracts to assist the laboratory services to develop, negotiate, and manage, the different types of contract vehicles. GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 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 market research for specialized and unique laboratory equipment, special purpose laboratory and testing equipment, technical equipment, parts, supplies and services; Purchases laboratory supplies using open market procedures, blanket purchase agreements, GSA Federal Supply Schedules purchase orders, and government purchase card procedures in accordance with VHA Directives, Handbooks and Guidelines; Monitors the status of acquisitions and responds to inquiries regarding the status of laboratory and test equipment and supplies, resource materials, and parts; Maintains equipment inventory, enters equipment requests, processes equipment turn-ins. Investigates and reconciles routine and recurring discrepancies relating to actions such as receipt control, stock control, and inventory adjustments. You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingAttention to DetailClericalControl of FundsCreative ThinkingData ManagementFinancial AnalysisKnowledge ManagementLearning 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: Light lifting (under 15 lbs); Use of fingers; Specific visual requirement: Read typed Chapters; Ability to distinguish basic colors and shades of colors; Hearing (aid permitted). The incumbent may occasionally be exposed to patients who are combative secondary to delirium, dementia, or psychiatric disorders; Emotional and Mental Stability: The incumbent must be a mature, flexible, sensible individual Capable of working effectively in stressful situations, able to shift priorities based on work center needs. Must complete annual Employee Health requirements, such as annual TB screening or testing, as a condition of employment. This position requires visual acuity, clear distinctive speech, and manual dexterity. This position requires potentially long periods of continued. sitting 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 SALT LAKE CITY HCS 500 Foothill Drive Salt Lake City, UT 84148 US
• Name: Micaela Gaytan
• Phone: 970-244-6405
• Email: [email protected]