This position is Administrative Support Assistant in a multi-service, highly complex, tertiary health care system. Services include acute inpatient, primary and specialty care, inpatient and outpatient mental health, and home care within the Department of Veterans Affairs Health System.

Duties

Establishes, updates, and maintains office files and records. Processes incoming and outgoing materials such as correspondence, reports, memorandum, and other forms of written communication. Coordinates incoming data from a variety of sources, reviews documents, reports, and/or applications or omissions and inconsistencies, and ensures data entry is complete and accurate. Consistently responds to customer requests for assistance promptly and in a friendly and professional manner. Routinely identifies the customer's situation properly and performs the tasks required to resolve the customer's questions/issues accurately and in a timely manner. Serve as a point of contact for patients, medical center staff, VISN staff, community agencies, and various other who contact the program office. Provides clerical support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Prepares memorandum, meeting agenda, minutes and reports, and policy revisions. Prepares various personnel action and recruitment forms. Obtains and monitors the use of services, supplies, or equipment for the office. Processes supply transactions such as receipt, shipment, and/or adjustment documents. Maintains various supply data files such as supply action receipt files, supply backorder files, stock record change files, supply requisition files, etc. Researches and corrects automated supply transaction input and output errors or problems. Performs document control assignments for tracking supply transactions. Schedules appointments, coordinates meetings, prepare meeting minutes and schedules conferences, maintain office contacts. Collects, compiles and/or tracks statistical information in support of program operations and to access status or outcomes in relation to established performance measures, goals and objectives. Maintains organization chart and functional statements/position descriptions. Serves as official timekeeper - notifying supervisors when leave limits are exceeded, posting staff time and attendance, processing timecards. Serves as the contact for training listed in Talent Management Systems (TMS) and as TMS administrator. Creates and edits unique spreadsheets in Excel, and utilizes databases that compile a variety of data regarding program and studies. Work Schedule: Mon - Friday 7:30AM - 4:00PM Position Description/PD#: Administrative Support Assistant (OA)/PD412240 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/15/2024. 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-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 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: Executive level clerical or administrative support; developing, editing, proofreading various forms of correspondence; managing suspense's; set deadlines, track, and report metrics; timekeeping and ability to demonstrate excellent communication and customer service. Office of Automation: In addition to meeting experience requirements, applicants for these positions (Office Automation - any grade) must demonstrate a typing speed of at least 40 words per minute. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)Manages and Organizes InformationProduction and ProcessingWriting 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 with routine walking around the Medical facility. Work involves some walking, standing, bending, stooping, reaching, and some lifting (5-10 lbs.) and carrying light items such as papers, books, supplies, etc. Duties require mental concentration and alertness. Requirement to meet reporting deadlines is an ongoing demand. Sitting at a computer terminal may be required on a daily basis. Work Environment: The work is typically performed in an office environment. Working in VAPSHCS involves everyday risks and discomforts, but normal safety precautions. Personal safety is foremost in all situations. The position may include travel between both divisions and Community Based Outpatient Clinic's (CBOC) of VAPSHCS. 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 VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Rachael Seath
• Phone: 253-582-8440 X75638
• Email: [email protected]