This position serves as the Administrative Support Assistant to the Assistant Human Resources Officer (Senior Strategic Business Partner (SSBP)) on a full range of personnel and administrative support services. The position also provides human resources support work that entails determining the approach and methods needed to assist with Staffing, Benefits, Employee/Labor Relations, Retirement Liaison, Worker's Compensation and Processing/Records. The position reports directly to the SSBP.

Duties

This is NOT a remote position. The Administrative Support Assistant is responsible for developing, in collaboration with the Senior Strategic Business Partner (SSBP) and with the assistance of the staff, the documentation that is needed to support the organization's short and long-term Strategic Workforce Planning needs. The incumbent will collect, interpret and organize data for the purpose of planning from various sources. Discusses pertinent issues with operating personnel to determine the impact of new or revised guidance on current operations. Provides advice and guidance on the interpretation of administrative directives and instructions. Analyzes management plans to determine the impact on administrative processes. Oversees a variety of administrative operations, including the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management and timesheets. Receives and reviews all incoming correspondence and determine that which requires personal attention or those that can be acted upon personally. Researches previous correspondence or background material required in drafting a reply or making an appropriate response. Reviews and evaluates memos, reports, studies, fact sheets, information papers, etc. for overall quality, appropriate level of coordination, consistency, logic, soundness of recommendations and compliance with policy. Maintains control records of incoming correspondence and follow-up on suspense dates. Maintains the calendar for the SSBP by making appointments, reminds supervisor of appointments and briefs supervisor on the matters to be considered before the scheduled meeting. Arranges for conferences/meetings, including such matters as location, schedule, agendas and attendance lists. Assembles background material in preparation for briefings, meetings and other presentations. Coordinates and/or schedules appropriate conference rooms and reserves audiovisual equipment as needed. Maintains the Fund Control Point (FCP) for HR. Reviews all requests for supplies and equipment repairs and initiates necessary paperwork for purchase, repair, replacement or turn-in. Serves as the primary ADPAC for the service, assisting staff in computer and printing issues. Trains new employees on basic computer access and security and assists new employees in setting up their new computer. Attends ADPAC meetings to keep abreast of IRM issues. Serves as the front-line contact for walk-in visitors taking a proactive approach to helping customers with problems and inquiries. Informally resolves issues that can be satisfied by an explanation of personnel policies and refer significant or technical issues to the appropriate HR Shared Services Unit. Provides broad advice to management officials, supervisors and employees on the interpretation and application of a variety of human resource policies, practices and procedures to include staffing, classification, employee relations, benefits and related areas. Responds to applicant inquiries regarding procedures for completing application and hiring procedures. Provides support to current and prospective staff for starting, stopping or changing employee benefits. Supports the work-life programs including Compressed Work Schedules, Telework Program, Disabled Veteran Leave, Child Care Subsidy and Transit Benefits. Coordinates and/or assist with Open Season activities to include health benefits fair. Acts as liaison between Medical Center employees and the Retirement Shared Service Office. Utilizes office automation equipment to type a variety of technical material, reports and correspondence from longhand drafts or brief notes into final form. Uses a variety of office automation software to include Microsoft Word, Excel, PowerPoint, Visio, Publisher, Adobe Pro, VISTA, VATAS and other software programs. Provides support answering telephones, referring calls/visitors or providing information when the requested information concerns routine and procedural requirements. Serves as a liaison with VACO, VISN Office, Director's Office to monitor and track suspenses and other required data information. Ensures all suspenses are met within compliance with written technical guidance from VA, VHA and the VISN. 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: 8:00am - 4:30pm CST; Monday - Friday Compressed/Flexible: Not authorized Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD09565A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): 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, 10/30/2023. 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-06 position you must have served 52 weeks at the GS-05. 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 and/or education as described below: Specialized Experience (GS-06): You must have one year of specialized experience equivalent to at least the next lower grade level (GS-05) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to, one year of experience performing administrative program support responsibilities for an office environment such as: appropriately directing incoming visitors receiving and re-directing phone calls processing purchase requests tracking compliance with annual budget allocations establishing and maintaining filing systems drafting routine correspondence reviewing correspondence for correct grammar and format tracking suspense items and managing manager calendar/appointments Specialized Experience (GS-07): 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 one year of experience providing administrative program support to a manager that includes: responding to routine human resources inquiries from employees maintaining a full spectrum of office administration such as appropriately directing incoming visitors, receiving and re-directing phone calls processing purchase requests tracking compliance with annual budget allocations establishing and maintaining filing systems drafting routine correspondence reviewing correspondence for correct grammar and format, tracking suspense items and managing manager calendar/appointments using software applications such as word processing and data bases and internet database applications for data entry, file maintenance and data retrieval; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. You will be rated on the following Competencies for this position: Attention to DetailClericalComputer SkillsCustomer Service (Clerical/Technical)Employee BenefitsInterpersonal SkillsOrganizational Stewardship 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: Work is generally sedentary. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing, and bending. No physical qualifications are 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/.

Education

There is no educational substitution at this grade level.


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 VHA VISN 15 Human Resources One Petticoat Lane, 1010 Walnut Street, Second Floor Kansas City, MO 64106-2149 US
• Name: Aisha Moody
• Phone: (314) 939-8849
• Email: [email protected]