Incumbent serves as the Administrative Support Assistant located at Phoenix Indian Medical Center.

Duties

Serves as the primary administrative support position in the assigned department and is regarded as an expert source of information on processing transactions for administrative and management support functions including personnel, procurement, budget and acquisition tracking and planning and general office management. Participates in the non-technical aspects of the program planning. Recommends changes in policies and procedures. Makes recommendations to the Standard Operating procedures (SOP) for administrative functions. Functions as a well-informed resource regarding all administrative support matters. Responsible for advising management and assisting them in the preparation of a variety of administrative and technical documents. Coordinates administrative matters within the assigned department and other activities. Speaks on behalf of the supervisor on administrative support matters. Attends and maintain progress notes for meetings. Utilizes computerized office automation equipment such as PC based word processors, databases, database reporting interfaces and spreadsheets for the performance of the duties of this position; database management for analysis (generate graphs, charts, etc.). Assists with assembling all administrative material pertinent to accreditation surveys. The materials must be complete, organized and readily available for use by the inspection team. Prepares, coordinates, and completes arrangements for department employee travel and training. Incumbent gathers travel information and insures travel authorizations are processed in a timely manner. Arranges for space, materials, lodging, consultants, speakers, etc. Administratively coordinates and facilitates necessary processing for special training programs. Obtains receipts from employees and completes reimbursement vouchers as necessary. Serves as point-of-contact for scheduling meetings for conference rooms located within the department. Responsible for changes to scheduling of appointments, coordinates meetings, and/or schedules conferences. Researches and provides background on subject matter of meetings without direction and informs supervisor. Office Support: Establishes and maintains all department files. These include, but are not limited to, 7B personnel files, travel folders, personal correspondence files or other confidential documents concerning subordinate personnel, effectiveness reports and similar subjects. Safeguards and maintains confidential material. Maintains and revises the office filing system. Maintains preliminary review of reports or policies reviewed annually and creates review schedule for/with staff; owner of materials for meeting packets and update regularly; provides regular reporting on 7B files compliance and devises creative mechanisms to manage readily. Timekeeping responsibilities include bi-weekly pay with some complicating factors with strict deadlines. Monitors, instructs, and provides guidance to all administrative/clerical personnel on correct Integrated Time and Attendance System (ITAS) procedures. Supports the leadership team in hiring processes by assisting with clerical portions of HR recruit packet paperwork and other HR paperwork. Maintains and updates the department organizational chart. Prepares letters, memoranda, and other non-technical correspondence with authorization to sign in their final form.

Requirements

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. 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; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. MINIMUM QUALIFICATIONS: GS-05:Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the GS-04 grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: Serves as the point of contact for scheduling meetings, vehicle use, and conference room availability. Receives, refers, and interacts with persons within and outside the immediate organizational unit including staff of other Federal Agencies, private industry, and the general public. GS-06: Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the GS-05 grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: Examples include: Receives assesses, routes, or otherwise handles incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of written communication. GS-07: Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the GS-06 grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: Examples include: Receives assesses, routes, or otherwise handles incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of written communication. Time In Grade Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

Education

There are no education requirements

Contacts

• Address Phoenix Service Unit 1616 E Indian School Rd Suite 360 Phoenix, AZ 85016 US
• Name: Renee Cunliffe
• Phone: 928-498-7075
• Email: [email protected]