The VA Loma Linda Health Care System is currently recruiting a Administrative Support Assistant for Surgical Service. The primary purpose is to provide administrative information and assistance to the manager of the unit and staff, on the practical and technical aspects of office administration, to include budgeting, acquisition and property management, and other administrative support services.

Duties

Duties include but are not limited to the following: Provide accurate and reliable information on the administrative functions of the service. Relays personal administrative program requirements to managers, supervisors, and staff members on matters related to administrative services. Give briefings on administrative topics; schedules events/meetings as necessary. Expert source of information on processing a variety of program transactions. Serves in a support role to the leadership team and presents suggestions and input on ways for improving organization administrative efficiency. Collects data for the unit's operating budget, consolidates material into an annual unit budget, sets up controls to monitor expenses during the year; and recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services and changes in the availability of funds. Serves as a technical resource to unit personnel on travel policies and regulations and provides information on travel allowances and requirements. Prepares travel authorizations and vouchers using automated systems and software for travel and voucher preparation. Responsible for orientation, training and documentation compliance for residents, students, and fellows. Responsible for developing and providing orientation packets for all incoming residents to Include: list of goals, the personnel available to assist rules and regulations, and call schedules. Responsible for the administrative oversight of various administrative processes, which may include processing financial, procurement, property, and other administrative forms or documents for the unit. Develops and implements new systems or administrative processes to meet unit needs Use of computers and appropriate varied software for data collection, analysis and collating. Prepares reports, forms and tabular material, providing proper spacing, heading and arrangement for ease of understanding and information processing. Establish and maintain office files (electronic or manual), including contract and project files; withdraws materials from and returns materials to files. Types and composes correspondence, memoranda, reports, work schedules, etc., from drafts or notes using word processing software and computer equipment. Serves as authority on postage classification and rates, package requirements, and processing of mail. Provides direction to staff on mail distribution and routing procedures and guidelines. Work Schedule: Monday - Friday; 7:30am - 4:00pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD11616O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/10/2024. 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-6 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 where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; answering telephones, referring visitors, and providing information. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsTechnical Competence 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 sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as; papers, books, small parts; or 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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Courtney Blansfield
• Phone: 602-751-1286
• Email: [email protected]