The incumbent reports to the Administrative Officer in the Primary Care Division (PCD) and provides administrative support at the VA Portland Health Care System (VAPORHCS). The incumbent provides administrative support to the directors, managers and committees of PCD to include planning, organization and support.

Duties

Major duties include but is not limited to: Performs administrative work, which includes management of the Primary Care Division directors' schedules or day-to-day plans Develops routine plans or schedules using standard references and existing information Provides fund control point clerk duties and fiscal tracking of overtime for the division Assists and updates office documents, standard operating procedures and related materials Arranges for agendas, minutes, and follow-up support to the committees chaired by any of the Primary Care Division directors Makes travels arrangements for PCD directors and other members of the directors' staff or visitors Performs administrative duties such as correspondence and information control to include tracking equipment, supplies and services Serves as the purchase card holder and make micro purchases on behalf of PCD and special projects within the division Surveys records maintained throughout the assigned divisions for compliance with established regulations and procedures, noting deficiencies, inadequate or underutilization of filing cabinets and other file storage equipment (electronic), initiates action to correct deficiencies Receives and directs callers and visitors to the administrative office to the appropriate staff member Schedules appointments, coordinates meetings, and/or schedules conferences Manages and performs office duties such as meeting schedules and information control including tracking suspense items and conducts follow-up to determine effectiveness and need for improvement Prepares and formats presentations and other documents Ensures reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results Screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication Ensures appropriate tracking and routing of correspondence with internal and external groups Attends meetings, prepares meeting minutes, and independently follows up on action items Serves as a timekeeper for the Primary Care Division Responsible for verifying the accuracy of time records, reviewing for compliance with established tours of duty, correct hours per employee schedule, appropriate holiday scheduling and use of compressed tour of duty Protects employee privacy in processing of employee information and in responding to requests for employee information from all sources Routinely collects, compiles and tracks patient and provider data Assists in generating reports Assists with studies and reviews statistical data Assists in plans, development, maintenance, and reviews service data collection methodologies 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: Monday - Friday, 7:30 am to 4:00 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD217070 and PD217080 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 within 30 days of the closing date of this announcement, 10/12/2023. You may qualify based on your experience 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. Duties will be performed with close supervision and evaluation. Examples of specialized experience would typically include, but are not limited to: Specialized experience includes but is not limited: manages the director's day to day schedule and plans; serves as the primary timekeeper; Makes travels arrangements for the directors and other members of the directors' staff or visitors as needed; screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention. 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: Independently manages the director's day to day schedule and plans; serves as the primary timekeeper; Makes travels arrangements for the directors and other members of the directors' staff or visitors as needed; screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention; receives and directs callers and visitors to the appropriate staff member; routinely collects, compiles and tracks patient and provider data; processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication; ensures appropriate tracking and routing of correspondence with internal and external groups; establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters; Maintains communications with persons and groups from both within and outside the organization. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsCustomer ServiceData Management 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 requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items. 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: Merlinda Winbush
• Phone: 702-791-9000 X14083
• Email: [email protected]