The Adminstrative Support Assistant position is tp perform day to day administrative support duties within the Executive Suite at the Central Alabama Veterans Health Care System (CAVHCS).

Duties

The primary purpose of this position is to perform numerous tasks which are dissimilar in kind, but which have in common the purpose of assisting the work of one or more persons in an organization. He/she is responsible for aiding with a variety of problems and inquiries which are received in person, telephonically, or by referral from other secretaries, receptionists or support staff in the Executive Suite. He/she drafts correspondence, such as routine official correspondence, social and personal acknowledgments, congratulatory letters, and routine office reports. He/she is responsible for performing typing on a computer keyboard wherein the work requires competitive level proficiency in typing as well as knowledge of office software systems. Other duties include, but are not limited to: Administrative Support The incumbent provides administrative support in the Office of the Director and provides backup coverage as required. The incumbent act as a primary contact for the office for many request for information or action from within the facility, patients and patient families, other medical centers and other individuals and organization. The incumbent receives and screens telephones calls, visitors, faxes, E-mails, and incoming mail. She/he maintains files, policy manuals, and procedure manual for the assigned office. He/she assist with planning and arrangement of official travel, including assisting with employee travel request, ensuring appropriate authorizations and reimbursements, and ensuring final submission of travel documents. He/she will act as Automated Data Processing Application Coordinator (ADPAC) for their assigned office ensuring that all staff has the appropriate hardware and software required to complete their duties, submits computer request using Electronic Permission Access System (ePAS) process. He/she also serves as the timekeeper and utilized VA TAS to ensure that the timecards are accurately posted for sick leave, annual leave, leave without pay, etc. and will coordinate with the payroll office to resolve any problems and discrepancies that may arise. In support of their assigned office, he/she is responsible for maintaining an optimal level of supplies; this includes initiating action when necessary for the procurement of supplies. He/she orders office supplies as necessary. He/she enters engineering work orders, move requests, etc. to meet the needs of the Director's Office. She/he is responsible for ordering equipment and turning in excess equipment as indicated. He/she will also manage all equipment associated with their assigned section and maintain the equipment inventory list. Public Relations The incumbent serves as the initial point of contact for customers by phone or in- person in the Office of the Director. He/she will courteously receive visitors and telephone calls and determine through own judgment those which can be handled routinely, refers calls as appropriate to to staff for action when more in depth or privileged information is required, and triages all calls for urgency and/or assimilate all information necessary for staff to respond to telephone calls and or will refer to proper source. Office Support The incumbent performs basic clerical duties within the front office such as; screens phone calls and visitors for front office. Exercises discretion to ascertain matters requiring the attention of, or be interest to, upper management. He/she will have access to the Pentad Calendars and will assist in managing calendars as needed. He/she will coordinate request for appointments with the respective Pentad's secretary or Health System Specialist. Assists in the logistical coordination of meetings and conferences held at the facility and off-site. She/he is responsible for the scheduling of conference rooms. Assist in-processing and out-processing of staff assigned to the Director's Office; this includes ensure requesting computer access, initiating deactivation of computer access, serving as PIV sponsor, submitting space requests and initiating clearance forms. He/she performs other administrative tasks or- duties that may be requested or assigned by the Supervisor or members of the Executive Leadership Team. Work Schedule: 8:00am until 4:30pm Monday through Friday Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: 9107960 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, 01/03/2024. 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 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-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: Knowledge of rules, regulations, and procedures on administrative reporting and control requirements for such matters as records management, time and attendance, travel, purchase of nonexpendable supplies, securities, publications, and form controls, to advise staff on procedural requirements and prepare documents on behalf of supervisor. Knowledge of the duties, priorities, commitments, policies, and goals enough to perform assignments that may affect the facility and taking appropriate follow-up action and to anticipate and prepare materials needed to respond to correspondence or phone calls from all entities with the VA and all non-VA entities. Knowledge of the major issues, program goals and objectives, work processes and administrative operations of the organization. Knowledge of upper management's (e.g., Director, Deputy Director, Associate Director for Patient Care Service, Associate Director, Chief of Staff) responsibilities, priorities, commitments, and policies to make appointments, refer calls and visitors, and provide back-up information for correspondence, reports, appointments, and meetings. Skill in advising and training administrative staff concerning matters as directives, reports, correspondence, telephone procedures. Skill in preparing health care system meeting minutes, correspondence, bulletins, and memoranda. Skill in analyzing and summarizing information, files, and other documents for use in the preparation of reports and correspondence. Skill in typing, filing, and phone etiquette to perform administrative management and clerical functions, Ability to learn how to use new automated systems for timekeeping, submitting work orders, and purchasing office supplies. You will be rated on the following Competencies for this position: ClericalCustomer Service (Clerical/Technical)Plan and organize workTechnical Competence Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Ability to plan and organize work Knowledge of how to perform one's job. Refers to specialized knowledge that is acquired through formal training or extensive on-the-job experience Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. 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 mainly sedentary. However, there will be walking, standing, bending, and carrying and lifting of light items such as packages and books, generally of not more that 25 lbs. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Central Alabama VA Medical Center-Montgomery 215 Perry Hill Road Montgomery, AL 36109 US
• Name: Valerie Wilson
• Phone: 352-214-2682
• Email: [email protected]