The Administrative Support Assistant (OA) position is assigned to the Office of the Associate Director for Patient Care at the VA Puget Sound Healthcare System in Seattle, Washington. This is a full-time position at 40 hours per week.

Duties

Major Duties Perform a variety of clerical, administrative and technical duties/responsibilities in support of management with the intent of accomplishing the administrative requirements of the organization to which assigned; therefore, contributing to the efficient and effective accomplishment of the objectives of the overall organization. Develop internal administrative standard operating procedures by researching prior publications, regulations, and recommending new policies and/or changes. Receives and reviews regulations, directives, and memoranda on administrative functions. Interprets such material and determines the extent to which the organization is affected and advises operating officials. Prepare correspondence covering subject of an administrative nature, both internal and external. Maintains control of action correspondence; performs follow-up action to ensure timely reply/action. Receives and logs outgoing correspondence, reviewing it for correct format, punctuation, spelling, grammatical accuracy, factual correctness, enclosures, dates, signatures, complete addresses, etc. Respond, personally, to non-technical, but substantive, requests for information involving directorate programs and functions, project assignments, internal procedures and relationships, and current work status. Review administrative program guidance, policies, and procedures from higher authority to determine effect on assigned mission. Formulates and recommends changes in administrative policies/procedures with a view toward obtaining maximum effectiveness in the coordination and control of recurring reports. Assists in resolving administrative problems by researching office files, historical data, etc.; withdrawing material for use in preparation of typed material and/or furnishes administrative advice on the adequacy and feasibility of proposals and recommendations. Maintain a continual accumulation of all types of data for use in preparation of a variety of reports. Compiles and prepares a wide variety of continuing or one-time special statistical and narrative reports from records maintained. Identifies and recommends performance indicators/goals such as performance awards, leave, equal employment opportunity, suggestions, value engineering, etc. Conduct investigations in support of Reports of Survey. Aid in developing statistical data and special reports, compiling/preparing drafts and finalizing technical papers and/or similar instructional materials in support of program specialties. Effectively enhance the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports considering the interrelationships of reports and multiple uses of data. Determine the best software type for each requirement (such as database or spreadsheet). Determine data categories to be established, sorting, and calculating functions to be performed, and procedures for entering and retrieving data. Use graphics software to provide charts, and graphs for viewgraphs or paper presentations for briefings. Coordinate with staff administrative officer on personnel management matters and with other staff organizations on various administrative activities to obtain information for accomplishment of own assignments or to provide to others. Provide staff advisory service in administrative areas to operating officials and/or clerical support. Discusses and evaluates alternate approaches and solutions to problems and assists management in reaching decisions, particularly in the areas of overtime controls, leave, security matters and employee and public relations matters. Takes action on all administrative matters and recommends action where policy change is indicated. Operate an electronic typewriter, microcomputer, or personal computer terminal, to prepare a variety of narrative and tabular material (e.g., correspondence, reports, technical papers, charts, statistical tables, manuals, travel orders, messages and other documents) involving the common terminology of the unit for which the work is done and requiring accuracy in spelling, grammar, and syllabication. Operate related peripheral equipment such a printers and modems as required. Uses software and printers to create, copy, and edit, e.g., make insertions or deletions or move material from one place to another; store; retrieve; and print a variety of standardized documents using a glossary of pre-recorded formats, form letters, standard paragraphs, and mailing lists. Perform other related duties as assigned. Work Schedule: Monday - Friday 7:30-1600 Compressed: Not authorized. Position Description/PD#: Administrative Support Assistant (OA)/PD415520 Remote: This is not a remote position. Virtual: This is not a virtual position. 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 30 days from the closing date of this announcement, 10/31/2024. 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: GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 level; 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 which includes working in a highly independent capacity to perform administrative work using Microsoft Office applications, Outlook scheduling tools, Word, and Excel spreadsheet management. Administrative support for meetings and presentations: scheduling, agendas, and meeting minutes. Excellent customer service skills; Knowledge of the administrative operations of the service, including activities related to patient information. Knowledge of duties/priorities commitments and program goals; knowledge of management of information, and ability to apply this knowledge to data management. Knowledge of the program components (quality assurance, quality improvement, risk management, patient safety, and confidentiality regulations including the Privacy Act and 5705 U.S. Code). NOTE: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is DIRECTLY RELATED to the work of the position. (TRANSCRIPTS REQUIRED) Proficiency Requirement: In addition to meeting Specialized Experience the following is required: Ability to type 40 words per minute typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. Preferred Experience: Timekeeper, strong administrative skills, familiar with VHA Systems and can navigate the Seattle Campus. NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week.. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical) 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. Physical demands do not exceed those of a typical office setting. There may be some walking, standing, bending or carrying of light items. Work Environment: The work requires observance of the safety precautions typical of office settings. Risks are minimal. 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.

A transcript must be submitted with your application if you are documenting graduate level education related to this position.

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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Denise Lindsey
• Phone: 916-776-0180
• Email: [email protected]