The Administrative Support Assistant works in an independent capacity to perform administrative work for the Facilities Management Services at a 1A tertiary care health care system. This work includes managing service chiefs' schedules, coordinating meetings and teleconferences, reviewing technical reports, managing correspondence, timekeeping, contractor support, and budget and finance support.

Duties

Administrative Management Provides administrative support to FMS, specifically the Projects & Operations and Biomed Sections. They identify schedule / time required, and estimate resources required (i.e. FMS Chiefs, supervisors, and staff, visitors, vendors, and contractors, Manpower/personnel, equipment, budget and file storage). Develops plans or schedules using standard references and existing information. He/she assembles and summarizes data, background information and other materials from publications and other sources. Reviews, maintains, and disseminates technical reports received for actions. In addition, Plans and coordinates video teleconference scheduling for the team(s). Correspondence preparation includes drafting and composing letters and reports, reviewing, and editing correspondence for accuracy and completeness, preparing public presentation outlines and documents, and developing standard or form letters and replies to inquiries. Incumbent uses computer technology equipment (e.g., computers, multi-purpose document centers (copy, fax, print), scanners, phone) and software (e.g., Microsoft Office products, VISTA, CPRS) in the performance of office management duties. Conducts department and staff inventories for forms and supplies required by the department and staff to conduct operations and work. Incumbent submits supply requests per inventory needs and staff requests. Timekeeper, incumbent is a subject matter expert on policies and procedures related to using, entering, tracking, and posting employee leave. Incumbent manages a tracking system for all staff schedules and leave. Contracting Serves as the initial point of contact for contractors and is responsible for working as a liaison between Contractors and VSC in order to provide a smooth process in obtaining the appropriate security access and PIV badging. Performs work related to the collection, organization and/or tracking of information in support of the Personnel Security Program. The work of this position centers on collecting appropriate background information, tracking and reviewing data, completion of reports, maintaining databases and processing follow-up actions on various security related matters and assisting with suitability adjudications. Electronically track the level assigned and the appropriate background investigation needed. Reviews information submitted by the requesting office to validate level of background required, enters appointee information into a local data base tracking system and refers appointee for fingerprinting. Reports are produced on a regular basis (weekly) to keep top level management apprised of the status of the Suitability/Security Program and for performance management/performance improvement initiatives. Responsible for maintaining an in-depth working knowledge of PIV role holder responsibilities. Communicates with Contracting Officer Representatives (CORs) to close out UDOs taking actions such as submitting modification requests to reduce the amount and close out the purchase orders or increase of purchase orders as necessary based on the needs of the facility. Works closely with the Contracting Officer, and the Administrative Officer to read and interpret complex building leases that span fiscal years to ensure that proper actions have been placed in the regard to leases and ensuring that that the transactions have been properly entered for the periods of October 1 through September 30. Budgeting/Financial Management Work Performs budget formulation/execution support work for Projects & Operation and Biomedical Service. Consolidates and arranges estimates in proper form by appropriation account, identifying. Code, object class, and line item for submission to fund granting authorities. Consolidates budget estimates from local program and administration activities, and organizes budget data according to appropriation, account, object class, and line-item code. Examines accounts and resolves difficult reconciliations requiring an analysis of adjustments and corrective entries in the account. Compile and verify the accuracy of accounting data to prepare statements, reports and comparative analyses of accounting transactions. Manages procurement of supplies for the service, they are responsible for maintaining procurement and contracting records. Prepares and reviews purchase order for supplies and non-expendable property. Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD216140 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet time-in-grade (TIG) requirements and specialize experience within 30 days of the closing date of the announcement, 11/22/2024. 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 within 30 days of the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. 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. Specialized Experience: You must have at least one year of Specialized Experience that equipped you with the particular knowledge, skills, and abilities to perform successfully 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, GS-5, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative support to a large department; assembling and summarizing data, background information and other materials from publications and other sources; providing support for financial management and tracking systems, procedural and technical processes of budgetary formulation, review and execution; preparing, drafting and composing letters and reports, reviewing and editing correspondence for accuracy and completeness, preparing public presentation outlines and documents, and developing standard or form letters and replies to inquiries; advising management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management; performing work related to the collection, organization and/or tracking of information in support of the Personnel Security Program. 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. Preferred Experience: Microsoft Office specifically Word and Excel. Timekeeping Sponsoring/assisting with PIV badging. Filing, recordkeeping, data entry, scheduling meetings, and preparing business correspondence. You will be rated on the following Competencies for this position: Attention to DetailBudget AdministrationCommunicationsCustomer ServiceInformation ManagementOrganizational Stewardship 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 mostly sedentary, with occasional bending or stooping during filing or assisting other safety staff in office rearrangements. Work Environment: Work is typically performed in an adequately lighted and climate controlled office with occasional travel. The incumbent will occasionally be required to visit administrative work sites, such as HR, Fiscal. 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 Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Sophia Whittick
• Phone: 813-442-3938
• Email: [email protected]