THIS IS NOT A REMOTE POSITION The VA St. Louis Health Care System is recruiting for an Administrative Support Assistant (OA) in Human Resources Service. The Administrative Support Assistant (OA) reports directly to the Senior Strategic Business Partner (SSBP) in the Strategic Business Unit (SBU). The primary purpose of this position is to assist the Assistant Human Resources Officer (Senior Strategic Business Partner (SSBP) on a full range of personnel and administrative support services.

Duties

Duties include, but are not limited to:. Plans and carries out the day-to-day activities of the office independently, referring only unusual problems to the SSBP. Responsible for developing, in collaboration with the 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.. 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 and application of administrative directives and instructions. Oversees a variety of administrative operations, including the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Responds to phone calls, emails, and TEAMS messages in a timely manner. Receives and reviews all incoming correspondence and determines that which requires personal attention; determines those that can be acted upon personally and takes necessary action. Reviews and evaluates completed HR staff actions (memos, reports, studies, fact sheets, information papers, etc.) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations and compliance with policy. Independently compiles, maintains, and prepares charts, graphs, and narrative information for management reports from material provided by the SSBP. Arranges for conferences/meetings, including such matters as location, schedule, agendas, and attendance lists. Maintains the Fund Control Point (FCP) for HR ensuring the FCP does not exceed budgeted allocation. Reviews all requests for supplies and equipment repairs and initiates necessary paperwork for purchase, repair, replacement, or turn-in. Responsible for tracking use of the HR's office budget. Works collaboratively with the SSBP on routine management of equipment inventory and completes requests for new or replacement equipment as necessary. Manages the overall supply needs, services, material movement, and real property for the service. Coordinates with the Space Committee and Facilities Management to ensure employees have the necessary workspace. Serves as the primary ADPAC for HR, assisting staff in computer and printing issues. Trains new employees on basic computer access and security; submits requires for computer repair, moves, and additional equipment; maintains up-to-date electronic phone directory entries; and attends ADPAC meetings to keep abreast of IRM issues. Informally resolves issues that can be satisfied by an explanation of personnel policies and refers 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 including staffing, classification, employee relations, benefits, and related areas. Instructs facility managers and supervisors on multiple Human Resources programs, applying general knowledge of HR rules and procedures to support the local medical center, and referring the managers/supervisors for any additional technical assistance. Supports the work-life programs within HR including Compressed Work Schedules, Telework program, Disabled Veteran Leave, Child Care Subsidy and Transit Benefits. Point of contact for medical center employees inquiring about benefit eligibility. Acts as a liaison between Medical Center employees and the Retirement Shared Service Office. Utilizes office automation equipment, computer software and hardware through typing a variety of technical material, reports and correspondence from longhand drafts or brief notes into final form. Receives, schedules, refers, and contacts staff members of HR, staff members of the medical center, persons at VISN, VHA or VACO, and persons outside of the agency ranging from other government agencies to the general public for the SSBP. Serves as liaison with VACO, VISN Office, Director's Office to monitor and track suspenses, Congressional, and other required data information. 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; 8:00 a.m. CST - 4:30 p.m. CST Telework: 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 (OA)/PD09564A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 12/11/2023. 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-6 position you must have served 52 weeks at the GS-5. For a GS-7 position you must have served 52 weeks at the GS-6. 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. Typing Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must show possession of the following skills: Must have the ability to type at least 40 words per minute. Proficiency in typing must be documented on candidate's application, other written format, or by self-certifying to their proficiency. Words per minute are based on a 5 minute sample with three or fewer errors. The maximum number of errors allowed in a dictation sample equals 10 percent of the required dictation speed (80 words per minute or 120 words per minute) multiplied by the number of minutes in the sample. The maximum number of errors allowed in a dictation sample for these three positions equals 5 percent of the required dictation speed multiplied by the number of minutes in the sample. You may qualify based on your experience as described below: To qualify for the GS-6: 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: independently performing clerical and administrative support duties related to human resources, purchasing, supply, and property management, records management, budget, etc.; preparing forms and correspondence; planning and coordinating meetings; collecting and compiling data into report format; utilizing and understanding computer operations and automated systems (such as various Microsoft Office programs) to create spreadsheets, databases, and reports; and skill in oral and written communications with a variety of people from different backgrounds and different levels of understanding. Note: 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. To qualify for the GS-7: 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, but are not limited to: expert at independently performing clerical and administrative support duties related to human resources, purchasing, supply, and property management, records management, budget, etc.; plan and establish priorities and ensure deadlines are met; preparing forms and correspondence; maintaining calendars, planning and coordinating meetings; maintaining a suspense system; collecting and compiling data into report format; utilizing and understanding computer operations and automated systems (such as various Microsoft Office programs) to create spreadsheets, databases, and reports; attention to detail to perform data entry functions with accuracy; and have a high degree of skill in oral and written communications with a variety of people from different backgrounds and different levels of understanding. Note: 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. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)FlexibilityPersonnel and Human ResourcesPolitical SavvyWorkforce Planning 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: Tonya Lovelace
• Phone: 316-469-0917
• Email: [email protected]