Administrative Support Assistant

Veterans Affairs, Veterans Health Administration - Birmingham, AL (30+ days ago)3.9

Major Duties include (but are not limited to): Develops and maintains databases and reports, and securing, researching, organizing, and presenting background and briefing material; Addresses issues involving supervision, appraisals, leave, and other personnel management issues; Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public; Schedules conferences, staff meetings, and appointments for the Operations Department Chiefs with complete authority for the commitments of time; Makes final screening of all correspondence prepared for the Operations Department Chief's or Director for signature to include addressing issues such as policy compliance, clarity, completeness of reply, and grammatical correctness; Maintains an accurate inventory of records created and stored by the Operations Department and Operations Directorate; Executes decision making to identify any records not scheduled for disposition and report findings to the Records Manager; Conducts regular internal records reviews to ensure an effective records management program is maintained; and Develops and monitors tracking systems to assist in the maintenance of the departmental budget for travel, training, personnel, supplies, contracts, facilities, IT, and acquisitions.

Promotion Potential: This position is announced at the full promotion potential

Work Schedule: Monday-Friday, 8 hour shift between 7 AM-5 PM (TBD by Supervisor)
Telework: May be available to a highly qualified selectee
Virtual: May be available to a highly qualified selectee
Position Description/PD#: Administrative Support Assistant/PD: 02029A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/17/2018.

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-7 position you must have served 52 weeks at the GS-6. 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.

You may qualify based on your experience as described below.
Specialized Experience GS-7: 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 includes (but not limited to):
1) Performs administrative duties in support of the Department Chief, Operations Leadership Team, and/or Operations Directorate to include developing, modifying, and viewing correspondence for the Department Chief and other management officials
2) Advises and instructs Operations team members on directives, reports, correspondence and telephone procedures
3) Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information
4) Provides direct administrative support by preparing or directing the preparation of correspondence, agendas, and materials including administrative and public reports for reproduction and distribution
5) Responds verbally and/or in writing to inquiries and administrative problems brought forth to the Operations Chief(s), Operations Leadership Team, and/or Operations Directorate
6) Exercises decision making by supplying 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)
7) Uses discretion and ensures confidentiality when disclosing accurate and complete information that is authorized for dissemination

You will be rated on the following Competencies for this position:
Administration and Management
Customer Service
Organizational Stewardship
Technical Documentation

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 with long periods of sitting at a desk, working with computers daily. Some work may require walking in offices and similar areas for meetings. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. The work does not require any special physical effort.

To apply for this position, you must provide a complete Application Package which includes:

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current VA employees), documentation to support Veterans Preference claims, or CTAP documentation (for displaced VA employees). You will not be contacted for additional information.
Cover Letter
Other Veterans Document

Veterans Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled Veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 'Application for 10 Point Veteran Preference' with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans Preference, please visit