Administrative Assistant

The position is at full performance level located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), at the Southern Arizona VA Health Care System (SAVAHCS), Health Administration Services (HAS). The primary purpose of the position is to perform a wide variety of standard and non-standard administrative support and clerical tasks and resolution of recurring to the programs and departments within HAS. The incumbent reports directly to the Chief, HAS.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/26/2024.

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-05 position you must have served 52 weeks at the GS-04. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provide administrative and technical support, Use Microsoft Office products ( e.g. Word, Excel, Access, or Power Point) to create reports, spreadsheets, presentations, memorandums, graphs, correspondence, etc., schedule and maintain appointments, Prepare a variety of recurring reports, consolidate and coordinate submissions of information. calendars, Prepare meeting agendas and take meeting minutes, prepare and disseminate routine correspondence, budget and financial management (i.e. auditing, verifying insurance, tracking and compiling reports), and timekeeping. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level, you must have successfully completed four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college or university. (Note: You MUST attach a copy of your transcripts). OR,
• Combination: Applicants may also combine education and experience to qualify at this level. For GS-5 level positions, only education in excess of the first 60 semester hours of a course of study leading to a bachelor's degree is creditable toward meeting the specialized experience requirements. Two full academic years of study, or 60 semester hours, beyond the second year is equivalent to l year of specialized experience. Determine the applicant's total qualifying experience as a percentage of the year of specialized experience required at the GS-5 level. Then determine the applicant's education as a percentage of the education that meets the requirements for GS-5. Add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for GS-5.

You will be rated on the following Competencies for this position:

• Attention to Detail
• Clerical
• Customer Service
• Technology Application

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, although some slight physical effort such as light lifting and walking in the facility or grounds from building to building may be required. Sick leave record will be a factor as the department needs an applicant with a history of reliability in attendance. Work is typically performed in an adequately lighted and climate controlled office. Most work will be performed sitting ala desk in front of a computer monitor, using a keyboard and mouse.

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/.

Responsibilities:

The purpose of this position is to support the office of the Chief, HAS, Deputy Chief, Business Operations, and Clinic operations. The Admin Support Assistant must provide daily program support for the off-station Patient Lodging Program. They must maintain a log of reservation numbers by day which is used to reconcile the monthly invoice billing. Track the monthly obligations against expenditures. Provide monthly updates to the HAS manager. Serve as auditor for the Bills of Collection generated by various SA VAHCS programs such as Fiscal Service, Compensated Work Therapy (CWT) and Beneficiary Travel. The duties and task of this position would include, but not be limited to the following items:

• Process and reconcile a daily suspense list against a master daily suspense list as required.
• Orchestrate, revise, and/or update memorandum(s) and/or Standard Operation Protocol(s) as needed.
• Create reports, spreadsheets, presentation, memorandums, graphs, correspondence, etc. as necessary.
• Retrieve and compile data from VISTA and other data systems for use in program management.
• Assist in statistical analysis as needed.
• Coordinate schedules and/or appointment calendars, meetings, and conferences.
• Serve as point of contact for ordering office supplies for the department.
• Provide administrative and technical support for the department.
• Communicate with other medical center staff and/or service/care lines on behalf of the department.
• Serve as auditor for bills of collection for SAVAHCS programs as required.
• Verify insurance information with the Insurance Capture Buffer and/or upload it into VISTA.
• Serve as primary and back-up timekeeper for the department.

Work Schedule: Monday through Friday, 8am - 4:30pm
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Assistant/PD13262O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required