This position is the Administrative Support Assistant in the Prosthetic and Sensory Aids Service. The incumbent provides the primary administrative assistant to the Chief and others in the service, performing administrative, budgetary, and clerical duties to support the staff.

Duties

Responds to inquiries from veterans and staff relating to the Auto Adaptive Equipment, Clothing Allowance, Home Improvement Structural Alterations and Special Adaptive Housing programs and Appeals Process. Ensures that responses to customer inquiries and questions are in accordance with appropriate policy and regulation. Serves as the primary point of contact for the Program. Answers incoming calls referring visitors to appropriate person or providing information about the office, its functions, and standard operating procedures, etc. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens the management and staff member calls and determines if the call requires their attention. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Acts as Service Level Advocate addressing any concerns or questions from veterans to ensure clarity and customer satisfaction. Ensures that all inquiries are initially addressed, and followed up on in the appropriate amount of time. Provides general clerical public contact support services such as Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g., status of reports, suspense dates, procedural requirements. Provides administrative support for the Amputee Clinic Team and the Major Medical Equipment Team, maintaining the clinic schedules, notifying all patients, arranging for travel when necessary, and providing the clerical support for the clinic visit. Ensures the pre-requisite information is recorded in the patient's record prior to the scheduled visit. Receive all grant applications and supporting documents, review for completeness and return incomplete applications to Veterans with letter. Assist veterans with questions, concerns and processes of the program. Assist Prosthetic Representatives with researching payment status by using VARO Vets Net computer program, researching CPRS data to gather necessary processing information and assist to resolve problems. Assist veterans with questions, concerns and processes of the program. Schedule appointments for clothing allowance evaluations. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Edits, composes, and prepares letters, reports, correspondences, other typed/written documents for accuracy, completeness, public presentation, and submittal. Researches files and assembles background information on the subject of incoming material prior to referral. Prepares, executes, and/or tracks program specific information, such as congressional inquiries and contracts within the organization unit. Schedules appointments, coordinates meetings, and/or schedules conferences. Performs general calendar maintenance clerical such as maintaining calendars and recording appointments, arranging for meeting and small conferences, as well as various other administrative details. Independently schedules supervisor/staff member time based on knowledge of preferences and commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Serves as liaison with IT to test new prosthetic software prior to installation. Gathers data and prepares slides for management presentations. Performs office automation duties using such software applications as electronic mail, desk-top publishing, calendar, spreadsheet, database, and/or graphics. Assists other users with regard to selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Integrates several types of software to generate specific working documents and forms such as spread sheet, database, word processing, desk-top publishing, graphics, and other similar products. Selects appropriate system, application, and format. Work Schedule: Monday to Friday 8:00am to 4:45p, Position Description Title/PD#: Administrative Support Assistant/PD01247A Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. Note: This is a Bargaining Unit Position.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-05 grade level: One year of specialized experience (equivalent to the GS-04 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: knowledge of budgetary regulations, processes, and guidelines sufficient to order supplies, track supply usage, and processing purchase orders. Knowledge of various data repositories and collection sites to obtain and verify information and prepare reports and data. Skills in office management sufficient to coordinate the work of the office internally and with offices in an efficient and timely manner. Ability to identify factual and relevant information to resolve problems and complete tasks. Ability to multi-task, identify priorities, and complete tasks timely. Knowledge of Microsoft Office programs such as Outlook, Excel Word, and PowerPoint to complete assignments and tasks such as preparing and editing correspondences and letters, scheduling and arranging meetings, graph and chart creation, collecting and tracking statistical information and budgetary data. OR Education: Applicants may substitute education for the experience required for the GS-05 level. 4 years above high school. (Transcript required) OR Combining Education and Experience: Applicants may also combine education and experience to qualify at the GS-05 level. To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first 60 semester hours that you earned). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-05. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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.

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.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]