The incumbent is the Administrative Support Assistant (ASA) for Social Work Service (SWS), VA Portland Health Care System (VAPORHCS). The Administrative Support Assistant provides administrative, clerical, and technical support for the staff and programs within the department and work closely with the Chief, Assistant Chief, and Administrative Officer to ensure efficient and effective administrative operations of the department.

Duties

Collects, organizes, reviews, evaluates, maintains, and tracks data related to department programs, services, and staffing. Uses facility, VISN, and VHA data sources to retrieve, review, and prepare reports. Creates, populates, reviews, and edits documents in Microsoft Word, Excel, and PowerPoint. Records staff and committee meeting minutes and agendas Serves as primary timekeeper for department provides administrative support for the CPE and MSW allied health trainee programs Reviews and follows-up on daily death notifications, Develops and maintains an Active Death File on Veterans who die while in VAPORHCS care Contacts Veteran next of kin (NOK) or identified significant for funeral arrangements Serves as primary point of contact for VHA with Veteran Benefits Administration and National Cemetery Administration Serves as purchase card holder and ensures prudent fiscal use and management of funds. Serves as facility administrator Oregon State Oregon Health Authoritys, Oregon Vital Events Registration System (OVERS) and the Washington State Department of Health Electronic Death Registration System (EDRS). Work Schedule: Monday-Friday, 8:00a-4:30p or 7:30a-4:00p Position Description Title/PD#: Administrative Support Assistant (OA)/PD217130 Physical Requirements: The work is mostly sedentary and is performed at a desk or computer workstation. The work requires some walking between offices, locations, and on station buildings. The work includes periodic stocking of office and program supplies. The work involves standing, bending, and lifting of up to 35 pounds. It requires dexterity and coordination to perform clerical responsibilities such as usage of computer, phone, and office equipment.

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
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details

Qualifications

To qualify for this position, applicants must meet specialized experience within 30 days of the closing date of this announcement, 09/21/2023. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Collects, organizes, reviews, evaluates, maintains, and tracks data; timekeeping; education, training, and troubleshooting computer, phone, and software application problems; phone and in-person contact for internal and external customers seeking information; uses computer technology equipment (e.g., computers, multi-purpose document centers (copy, fax, print), scanners, phone) and software (e.g., Microsoft Office products, VISTA, CPRS). NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Please note: In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency: ability to type 40 words per minute. Applicants may meet this requirement 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. You will be rated on the following Competencies for this position:Control of FundsCustomer Service (Clerical/Technical)Manages and Organizes Information 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. 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 Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Gabriella Granderson
• Phone: (281) 928-2981
• Email: [email protected]