The Administration Support Assistant for the Chief, Health Administration Service at community, state, or national functions, including scheduling meetings, and developing agendas as appropriate. Incumbent with minimal supervision carefully manages the Congressional correspondence, maintains tracking log and files tracked for submission within established deadlines.

Duties

Duties include but are not limited to: Responds to routine and non-technical request for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Receives incoming correspondence, screening material prior to the distribution for suspense dates, establishing controls, and following up for supervisor on own initiative. Reviews correspondence prepared for the supervisor. Checks for spelling ,typographical errors, conformance to formats and procedural requirements. Returns correspondence for correction prior to giving to supervisor to conserve supervisor's time. Prepares correspondence both of confidential and non-confidential nature per VHA and/or service directives and policy. On own initiative, incumbent manages the Chief, Health Administration Service's calendar, scheduling appointments and conferences without prior clearance, and briefing him/her on matters to be considered. Arranges travel assignments without prior clearance. Obtains schedule of visits, maps, and instructions to the destination. Makes hotel/motel reservations, notifies appropriate organizations and officials to be visited, and submits appropriate documentation. Requisitions office supplies, equipment, publications, and forms to maintain the workflow of the office. Uses Corporate Express to order supplies/equipment. Uses Internet to obtain forms and publications. Performs primary or back-up timekeeping duties for assigned Time and Leave units. Performs a variety of administrative support duties, locating and assembling information for various reports, briefings, conferences, setting up of station interviews by telephone, etc., following up with staff members to ensure various commitments made at conferences and meetings are met, designing, and organizing filing systems, and organizing the flow of clerical processes in the office. Transcribes tapes of correspondence, reports and telephone conversations involving both technical and specialized terminology. Notes are often typed in final form without rough draft, reviewed for proper arrangement and grammar, and compiled in final form. Types an intermediate draft when requested. Uses reference sources such as technical dictionaries and assures proper arrangement, grammatical accuracy, capitalization, and spelling of the final copy. Incumbent serves as recording secretary to a variety of different types of committees that the Health Administration Staff are chairpersons of. Incumbent independently schedules conference rooms, originates agendas and attachments for meetings and notifies members of the meetings via Microsoft Outlook e-mail. Incumbent distributes completed/signed minutes to members. Incumbent is the Purchase Card Holder for Health Administration Service purchasing supplies for the service and overseeing the HAS supply budget. Incumbent uses a computer, copy machine, fax machine, telephone, typewriter, and laminate machine during day-to-day operations. Incumbent must be familiar with Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, VISTA, CPRS, and Tempo Programs. Incumbent must be able to use the internet in locating source information.. Work Schedule: 7:30am - 4:00pm Monday- Friday Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administration Support Assistant/PD920640 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 by the closing date of this announcement, 11/08/2023. 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: Performing a variety of clerical and administrative duties; knowledge of hospital and service policies, procedures, and directives. You will be rated on the following Competencies for this position:Administration and ManagementCritical ThinkingExperience 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 majority of the work is sedentary but may include some physical effort, such as walking, standing, bending, sitting, and light lifting. There are no special physical demands. 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.

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Richard L Roudebush VA Medical Center 1481 West Tenth Street Indianapolis, IN 46202 US
• Name: Shawnta Newman
• Phone: 317 217 0559
• Email: [email protected]