The Veterans Health Administration (VHA ) at the Greater Los Angeles Healthcare System (GLA), VA Medical Center is currently recruiting for an Administrative Support Assistant to work in Social Work Services, an integral part of the provision of essential mental health services for Veterans. The primary purpose of the position is to perform a variety of clerical, programmatic, and administrative support functions for the Social Work Service Leadership Team.

Duties

Duties include but are not limited to: Maintain the Time and Attendance system for several units within Social Work Service by entering hours worked and other employee data per established guidelines. Act as a liaison between the Social work supervisors and the Social work services/Administrative Officer, payroll section supervisors and employees on time management and in resolving employee payroll discrepancies. Serve as a source for technical inquiries regarding Time and Attendance reports and data, as well as for Time and Attendance functions. Review payroll hours entered in VATAS for verification and adjustment by supervisors on a daily basis. Review hours posted in VATAS by supervisors, prepares discrepancy reports and follows up with supervisors on missing information schedules. Monitor schedules daily for scheduling changes, posts changes daily. Provide assistance in developing a wide variety of statistical data and special reports, compiling, and preparing drafts and finalizing technical papers and/or similar instructional materials in support of social work program specialties. Utilize appropriate software for each requirement (such as database or spreadsheet). Determine data categories to be established, sorting and calculating functions to be performed, and procedures for entering and retrieving data. Utilize graphics software to provide charts, and graphs for viewgraphs or paper presentations for briefings. Maintains a continual accumulation of all types of data for use in preparation of a variety of reports. Compile and prepare a wide variety of continuing or one-time special statistical and narrative reports from records maintained. Identifies and recommends performance indicators/goals such as performance awards, leave, equal employment opportunity, suggestions, value engineering, etc. Schedule appointments, coordinates meetings, and/or schedules conferences for the Chief, Social Work Service and Supervisory Administrative Officer for Social Work Service. Provide general calendar maintenance clerical services such as maintaining calendars and recording appointments, or arranging for meetings and small conference administrative details. Schedule supervisor/staff member time based on knowledge of preferences and current commitments. Maintain the appointment calendar, schedules appointments, reminds supervisor supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Incumbent is also responsible for maintenance of the Social Work Service conference room schedule. Incumbent will attend all staff meetings and prepare the minutes, sign in sheet, and educational tempo entry. Serve as backup for attending meetings and/or briefings as office representative on administrative matters. Provide staff advisory service in administrative areas to operating officials and/or clerical support. Assist the administrative staff by facilitating the administration of supplies, equipment and property of the organization by performing property management duties such as the maintenance of records, conduct of periodic inventories, and/or disposal of excess property and documents. Schedule and monitors property management services including maintaining an automated system that tracks property inventory. Operate related peripheral equipment such a printers and modems as required. Utilize software and printers to create, copy, and edits e.g., make insertions or deletions or move material from one place to another; store; retrieve; and print a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists. Work Schedule: Mondays - Fridays, 8:00 am to 4:30 pm Telework: Yes, as determined by supervisor Virtual: This is not a virtual position. Position Description/PD#: Administration Support Assistant (OA)/PD11760A Relocation/Recruitment Incentives: 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, 12/26/2023 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. 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: You must have one year of specialized experience equivalent to at least the next lower grade 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: maintain the Time and Attendance system for several units; designs and prepares detailed charts, graphs, and tables, along with narrative documents on data and information to be used in presentations and for regular reports; Provides customer service by phone, email or walk-in for employees and supervisors by answering questions regarding pay or leave; Perform work involving the collection, compilation, and/or tracking of data and statistical information in support of Time Management. 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: The work is primarily sedentary. Physical demands do not exceed those of a typical office setting. There may be some walking, standing, bending or carrying of light items. 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 for the GS-06 grade level.

Contacts

• Address Greater Los Angeles Healthcare System 11301 Wilshire Boulevard Los Angeles, CA 90073 US
• Name: Sharlene Harrigan
• Email: [email protected]