This Administrative Support Assistant position is in the Office of the Chief, Business Management Service (BMS) and reports directly to the Chief, Business Management Service (BMS), Birmingham VA Health Care System. The position will work with limited supervision to increase the effectiveness of the BMS leadership by performing office support duties, clerical and administrative support, coordinating the Chief's calendars, and other items and projects assigned to lead staff within the service.

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. The incumbent 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: Data Collection and Tracking Support Performs work involving the collection, compilation, and/or tracking of data and statistical information. Functions as the service timecard coordinator ensuring timely submission of all timecards for final approval. As Lead Timekeeper, correctly posts and tracks time and attendance for service employees and contractors following all training and guidance provided by Payroll Department and Supervisor. Maintains organized records to support timecard entries, maintains records of leave and attendance. Provides reports to supervisor as required regarding leave usage and completeness of subsidiary records. Maintains information needed for budget purposes. Mail, Correspondence and Reports Receives and controls incoming correspondence. Processes incoming and outgoing materials such as correspondence, reports, and mail routing, memorandum, and other forms of written communication. Prepares manuscripts, grant proposals, statistical reports, tables, and charts using knowledge of scientific medical and/or other technical terms. Evaluates data collection forms and coordinates incoming data from a variety of sources. Researches, prepares, and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Maintaining Appointments, Calendars and Schedules Schedules appointments, coordinates meetings, schedules conferences and reserves rooms for meetings. Researches and provides background on subject matter of meetings without direction. Attendings meetings, prepares meeting minutes, and follows up on action items with the appropriate staff independently. Incumbent will work closely with the Chiefs' BMS in the scheduling and planning of the Chiefs' calendars to schedule committee responsibilities, public engagements and occasionally assists patients with issues as a Service Line Advocates (SLA). Coordinates and prepares all the Chiefs' travel arrangements and accommodations. Schedules service meetings takes minutes and tracks action items. Work Schedule: 8:00am until 4:30pm Monday through Friday Telework: Not Authorized Virtual: This is not a virtual position Position Description/PD#: Administrative Support Assistant/521-10660-0 Relocation/Recruitment Incentives: 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,03/20/2024 . 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. You may qualify based on your Specialized Experience as described below: Specialized Experience is experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to successfully perform the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. 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: Experience maintaining and updating electronic calendars, transcribing meeting agendas/minutes, and developing official correspondence; experience logging and safekeeping confidential/sensitive material and documents with patient-sensitive information; processing incoming and outgoing materials such as correspondence, reports, and mail routing, memorandum, and other forms of written communication.; and experience managing office supplies by conducting routine inventories and placing orders. You will be rated on the following Competencies for this position:Analytical ThinkingAttention to DetailCommunicationsCustomer ServiceDecision Making 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. Typically, the employee may sit comfortably to do the work, however there may be walking, standing, bending, and carrying of light items like papers or books, driving an automobile, etc. No special physical demands are required to perform the work. 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 Birmingham VA Medical Center 700 South 19th Street Birmingham, AL 35233 US
• Name: Lynn Rixmann
• Phone: 910-574-6543
• Email: [email protected]