Job opening: Administrative Support Assistant
Salary: $47 457 - 61 694 per year
Published at: Sep 22 2023
Employment Type: Full-time
The position is located in the office of the Deputy Chief of Staff (DCOS) Service, Southern Arizona VA Health Care Systems. The position provides administrative support and assistance regarding the practical and technical aspects of office administration, customer service, and other administrative support services.
The Administrative Support Assistant serves as the primary administrative point of contact for the service.
Responsible for the administrative oversight of various administrative processes.
Maintains tracking logs, action items, and manages administrative suspense items, transaction records and distributes mail.
Screens calls and visitors to the DCOS office and forwards only those calls or visitors requiring the DCOS immediate attention.
Triage and prioritize messages directed to the DCOS and makes judgment as to their importance.
Diverts calls to the Section Chiefs or other staff, as appropriate. Schedules appointments and makes commitments for the DCOS to attend meetings, etc.
Handles requests for information and resolves or assists in resolving complaints made by patients or their families.
Responsible for assuring confidentiality of information and for assuring follow-up action whenever appropriate.
Orients new staff and provides training on DCOS Service policies, safety rules and regulations, CPRS, VistA, Outlook, Excel, Abode Pro, TMS, PIV, Secure Messaging, etc., including changes in policies and procedures.
Arranges and attends meetings such as recurring administrative, as well as DCOS Service staff meetings.
Responsible for sending notification of forthcoming meetings to all members concerning the purpose of the meeting or conference, agenda, making necessary arrangements including communication lines, space, time, contacting people, reserving a conference room and other matters.
Responsible for keeping minutes of the regularly scheduled meetings, and other meetings providing the minutes to the DCOS for approval, maintaining chronological record of all approved minutes, and disbursing to the attendees, higher-level officials, as designated by the DCOS.
Resolves difficult scheduling problems related to meetings.
Serves as primary for office supply orders for the DCOS. Serves as primary timekeeper.
Reviews time and attendance reports for employees and assures reports are correctly entered.
Advises supervisors and employees concerning questions about hours of duty and leave.
Collects data for the unit's operating budget, consolidates material into an annual unit budget; sets up controls to monitor expenses during the year; and recommends budget adjustments including restructured budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds.
Assists with the human resource processes such as the hiring of new employees, students, and trainees, including duties such as scheduling interviews, organizing application packets for the interviewer(s), and communicating with staffing and local human resources to facilitate onboarding process
Promotion Potential: None
Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m.
Compressed/Flexible: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant/PD12151O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2023.
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 at the 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 as described below:
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: experience utilizing office automation to maintain files, generate reports and create documents such as meeting minutes and memoranda; experience performing customer service duties such as assisting with personnel management and communicating with human resources to facilitate new hires; providing administrative support to medical staff and oversight of administrative processes; scheduling and arranging meetings or conferences.
You will be rated on the following Competencies for this position:
Administration and ManagementClericalComputer SkillsCustomer Service
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: The work is primarily sedentary, although some slight physical effort such as light lifting and walking in the facility or grounds from building to building may be required.
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/.
There is no educational substitution at this grade level.
- Address Tucson VA Medical Center
3601 South Sixth Avenue
Tucson, AZ 85723
- Name: David Tweedy
- Phone: 520-312-5779
- Email: [email protected]