Administrative Support Assistant reports to the Office of the Director with primary responsibility for coordinating all Action Item correspondence and submissions. Works independently to develop and maintain a system of control over the BPVAHCS Action Item processes in accordance with Executive Office requirements and system operating procedures.

Duties

Administrative Support Assistant will implement action plans/milestones and deliverables, as well as create systems to deliver, demonstrate, improve, and study the outcomes of various types of Action Items processes from start to finish that might be specific to a service, program or a single high-profile VA item of interest (i.e., MISSION Act, Veteran Suicide, etc.). Duties include but are not limited to: Coordinates daily with Service Chiefs, Assistant Service Chiefs, Administrative Officers, Program Managers, and Executive Office staff to ensure the timely assignment, routing and higher level reviews are completed in accordance with VISN and VHA requirements. Provides administrative support to Veteran Experience Office in the form of compiling monthly reports on Veteran satisfaction data, utilizing excel tools for tracking and trending; reports are used in various presentations and documents. Receives and screens incoming Action Items for appropriate distribution, establishing suspense dates, and follow-up controls. Ensures that all sensitive and confidential information is appropriately safeguarded as prescribed by law, regulations, and good judgement. Serves as the service level advocate for the Executive Office managing PATS-R entry of executive correspondence. Creates monthly service reports from PATS-R to identify trends and concerns to Veteran Experience Officer. Reviews V-Signals inquiries in PATS-R resolving those requiring no additional action, prepares templated thank you letters for Veteran compliments, and generates V-Signals reports. Monitors to ensure that actions taken and/or informational responses provided are accurate and appropriate procedures were followed. Provides coverage for the Patient Relations Assistant in the Veterans Experience Office answering telephones, directing patients who walk in, and liaising with service level and facility level patient advocates to meet Veterans needs during training, scheduled, and unscheduled absences. Provides coverage for the Executive Secretaries answering telephones, working directly with Executive Office staff, and greeting and directing visitors. Completes other duties as assigned. Work Schedule: Monday - Friday 8:00 AM - 4:30 PM Telework: Eligible Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD11072O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/11/2024. 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. General Adjustment SF-50's with the effective date of within the last year do not provide the information to reflect time-in-grade requirement has been met and therefore cannot be the only SF-50. If you are currently serving in a Hybrid Title 38 position, your SF-50's must reflect you have been in the position longer than one year. 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 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: Reviews all written correspondence for accurate spelling, grammar, punctuation, format and correctness of response. Receives and screens incoming correspondence for appropriate distribution, establishing suspense dates, and follow-up controls. Uses Microsoft Office software for memos, policy, procedures, correspondence, letters, reports, spreadsheets. Completes special projects as assigned and reads directives and instructional material pertaining to administrative practices and clerical procedure. Investigates and analyzes adverse quality trends or conditions and initiates corrective action. Collecting, analyzing, and reporting data related to controlled correspondence volume, response rate, and timeliness of responses. Analyzes data to identify deficiencies and impact. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Decision MakingInformation 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 sedentary. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. Some employees may carry light items or drive a motor vehicle. 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.

Contacts

• Address CW Bill Young Department of Veterans Affairs Medical Center 10000 Bay Pines Boulevard Bay Pines, FL 33744 US
• Name: Vilnalys Irizarry-Brisueno
• Phone: (939) 227-1856
• Email: [email protected]