This is a developmental position, reporting directly to the Chief Supervisory Healthcare Engineer to support the Engineering Service throughout Eastern Oklahoma VA Healthcare System, composes a career ladder structure to the full performance level of Administrative Support Assistant, GS-0303-07.

Duties

Major duties and responsibilities include, but are not limited to: Act as a liaison, providing product and/or service information and resolve any emerging problems, with accuracy and efficiency Manages incoming calls and customer service inquiries Troubleshooting and investigating various situations and/or issues involving Maintenance and Operations are required to identify or assess needs and provide high customer satisfaction Use clear sentences with appropriate grammar and spelling when communicating via email Must demonstrate good customer service when providing assistance to customer inquiries and in resolving complaints Monitors and tracks "action items", prepares correspondence in final form for Congressional inquiries Serves as a back-up to the Administrative Officer when he/she is out of office by recording and transcribing minutes and maintaining files for future references Timekeeper for the service. Responsible for maintaining and posting entries for automated timecards, ensures proper posting to tours, verifies sick/annual leave use and accuracy/completeness of entries, corrects annotations and reviews for appropriate approvals Performs office automation duties using such software applications as Outlook Mail, desktop publishing, calendar, Excel and Power Point Plans, develops, maintains, and reviews service data collection methodologies, records, and techniques Prepares corrective action plans and makes appropriate recommendations for improvements in data collection/maintenance and workflow processes Searches, gathers, collects, retrieves, extracts, compiles and/or displays reporting statistical data Management of Government-owned or leased passenger cars, trucks, or special-purpose vehicles; reviewing, recording, or compiling information related to vehicle assignment and use, mileage reports, preventative maintenance services, accidents, billing, or other program data; developing and maintaining accident case files; assisting in vehicle inspections; ensuring optimum vehicle availability and use by rotating or reassigning vehicles between sections/units/centers Preparing and issuing paperwork to initiate, document, or complete transportation actions Respond to customer complaints or problems involving delays, loss, or damage Reconciling and certifying bills related to transportation actions Serves as Dispatcher for the Transportation/Facility Fleet Manager position to maintain vehicle reservation requests; assisting with all monthly fleet reporting, tracking expenditures, invoices, and fuel receipts;training all government employees on fleet policies and procedures Compiles data for all GSA and VA Owned vehicles; populates the usage spreadsheet and turns in all receipts monthly ensuring 100% accuracy Administrative Support Assistant will assume the duties of Transportation/Facility Fleet Manager during his/her absence Knowledge and Adherence to all GSA and VA Owned vehicle policy is a requirement for this position Incumbent will assist with tracking and completing maintenance of all GSA and VA Owned vehicles; ensures proper maintenance records are kept; data entry of Monthly expense reports in GSA Drive Thru, GSAVEHICLE.GOV, and US Bank approvals Assists with managing a complex fleet of motor vehicles ranging from subcompact sedans and SUVs to heavy trucks, buses, para-transit vehicles, and special-purpose vehicles Work Schedule: Monday - Friday; 8:00 am - 4:30 pm Position Description Title/PD#: Administrative Support Assistant/PD13569-O, 16570-O Physical Requirements: The work is semi-sedentary. The employee does have a desk. However, there is a bit of walking; standing; bending; carrying of items such as papers, books, boxes of supplies, small parts; and they will be driving a government automobile as needed, etc. The work is performed primarily in an office setting. The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, or libraries. The work area is adequately lighted, heated and ventilated. 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.

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
• General restriction on movement after competitive appointment

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-06 grade level 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: Knowledge on Work Order processing, procedures, and policies. Independently plan, maintain and develop frequent reports for supervisor on Work Orders; skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature; Comprehensive knowledge or computer technology and database management applications, to include Word, Excel, Access, Power Point, Visio and desk top publishing; knowledge of correct English grammar, spelling, punctuation and required formats; solid knowledge of the major issues, program goals and objectives; comprehensive knowledge of policies to enable the ability to exercise discretion, good judgment, tact, and diplomacy in performing duties such as ascertaining subject matter, developing background information for briefings and advising staff members of persons outside the organization on current issues being dealt with by; ability to use qualitative and quantitative analytical technique GS-07 grade level specialized experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include and are not limited to: Knowledge on Work Order processing, procedures, and policies. Independently plan, maintain and develop frequent reports for supervisor on Work Orders; skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature; Comprehensive knowledge or computer technology and database management applications, to include Word, Excel, Access, Power Point, Visio and desk top publishing; knowledge of correct English grammar, spelling, punctuation and required formats; solid knowledge of the major issues, program goals and objectives; comprehensive knowledge of policies to enable the ability to exercise discretion, good judgment, tact, and diplomacy in performing duties such as ascertaining subject matter, developing background information for briefings and advising staff members of persons outside the organization on current issues being dealt with by; ability to use qualitative and quantitative analytical techniques; ability to interview with supervisors and employees to obtain information about organizational missions, functions and work procedures; recognize which information is or is not relevant to the problem at hand; knowledge of regulations and procedures governing pay for employee's payroll records and payroll processing procedures; Time and Attendance skills within VATAS for preparation of timecards and payroll functions; complete knowledge of the medical centers computer system to generate workload data; skill in qualitative and quantitative techniques for analyzing and measuring the effectiveness; knowledge of Training Management System (TMS; knowledge to communicate the rules, procedures and policies related to the Service functions; ability to satisfy shareholder concerns with positive outcome; discretion, tact, mature judgment and diplomacy in dealing with visitors and employees face-to-face contacts or by telephone to promote good public relations. There is no educational substitution for the GS-06 or GS-07 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

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Contacts

• Address Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Gina Lee
• Phone: 307-778-7550 X3629
• Email: [email protected]