Incumbent provides administrative assistance to the Chief, Environmental Management Section at the El Paso VA Healthcare System and provides administrative assistance to Facilities Support Service. Environmental Management Section has major operations of Environmental Management, Solid Waste Management and Medical Waste Management. Facilities Support Service's major sections include Engineering, Biomedical Engineering, Maintenance & Operations, Safety and Green Environmental Management Systems.

Duties

Duties include, but are not limited to: Administration Overall responsibility of ensuring that all administrative requirements of the Office of the Chief are handled correctly and that the clerical work is completed in proper format and on a timely basis. Includes receiving and reviewing all incoming mail, making proper distribution and calling to the Chief's attention any correspondence that requires immediate action. Relaying suspense dates and action items to implement the Chief's intentions by explaining reporting requirements to subordinate staff. Reviewing outgoing mail and correspondence for signature of officials for proper format, tone, reflection of policy, accuracy, completeness, timeliness, address and grammar. Providing information and expertise needed to all clerical personnel in the service, i.e., format, policy, etc., of all correspondence and written material. Arranging meetings and when necessary rescheduling meetings by advising concerned individuals, arranging mutually convenient times, and advising the supervisor of pending appointments, meetings and other commitments. Reports Control Maintaining a calendar for all daily, weekly, monthly, quarterly and annual meetings as well as reports. Maintaining a suspense file and completing a weekly status report to ensure that reports and replies are submitted in a timely manner. Compiling all background information to be included on the left side of the folder for review as information for the Chief, Associate Director, and/or Director with signature as required. Maintaining official copies of the data, back-up material and addresses for such reports. Establishing and maintaining administrative files in accordance with RCS 10-1. Maintaining all Health Care System. VISN, and VACO policies, procedures and directives as needed for service operations. Submitting requests for travel, making necessary travel arrangements and preparing expense reports upon completion of travel for the service. Research and Documentation Scheduling and attending all staff meetings, making reservations for meeting rooms, notifying participants, preparing agenda and finalizing minutes of meetings for distribution in a timely manner. Identifying action items which were noted in the meeting and ensuring their timely submission back to the Chief. Office Management Serving as timekeeper for the section and reviewing for accuracy and higher level approval prior to bi?weekly submission to fiscal service. Serving as secondary timekeeper for coverage for FSS and Logistics Services. Routine Clerical Receiving incoming work orders either electronically or by telephone and distributing them to the appropriate shop. Reviewing the work order for completeness and contacting the requester if the work order is unclear. Monitoring work orders on a basis daily to determine work orders that require attention based on priority levels assigned. Responsible for typing letters of counseling, disciplinary as well as adverse actions for the service. Maintaining and controlling the filing of such, which is considered confidential, and will require strict control and discretionary handling by the incumbent. Incumbent will be responsible for other duties as assigned. Work Schedule: Monday thru Friday 8:00 a.m. to 4:45 p.m. Position Description Title/PD#: Administrative Support Assistant (OA)/PD801010 Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-05 grade level: One year of specialized experience (equivalent to the GS-04 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: reviewing outgoing mail/correspondence for signature of officials for proper format, tone, reflection of policy, accuracy, completeness, timeliness, address and grammar; arranging and rescheduling meetings as needed by advising concerned individuals, arranging times and advising supervisor; designing, developing and maintaining various logs and reports as appropriate for tracking pertinent service information and receiving incoming work orders either electronically or by phone and distributing to the appropriate shop. OR Applicants may substitute education for the experience required for the GS-05 level. To qualify based on education for this grade level you must have completed 4 years of education above the high school level (TRANSCRIPT REQUIRED). OR Applicants may also combine education and experience to qualify at the GS-05 level.To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first 60 semester hours that you earned). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-05. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position A transcript must be submitted with your application if you are basing all or part of your qualifications on education. You will be rated on the following Competencies for this position: Customer service Computer skills Attention to detail Clerical 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.

Education

Note: 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.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]