Administrative Support Assistant Job in Oklahoma City, OK

Vacancy No. CBSU-12658180-25-MN Department Veterans Health Administration
Salary $49,960.00 to $64,952.00 Grade 7 to 7
Perm/Temp Permanent FT/PT Full-time
Open Date 1/7/2025 Close Date 1/14/2025
Job Link Apply Online Who may apply Public
Locations:
Oklahoma City, OK


Summary

The position is located under the guidance of the, Caregiver Support Program and under the supervision of the Caregiver Support Program Manager.
The Caregiver Support Program is part of Social Work Services. The position requires excellent relational and communication skills; advanced knowledge of and experience with computers; oral and written communication skills and the ability to work with others; particularly military populations and caregivers that provide assistance to these populations.

This job is open to

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties

Major Duties include but are not limited to:

  • Demonstrates exceptional interpersonal skills that are essential for promoting outstanding customer service and fostering meaningful interactions with Veterans and Caregivers involved in the program.
  • Possesses experience and expertise in delivering customer service to military veterans in both medical and psychiatric settings. Exhibits consistent communication skills while treating all clients with courtesy, tact, and respect.
  • Delivers reliable information to clients that is in line with established policies and procedures. Additionally, addresses conflicts and customer issues in a constructive and suitable manner.
  • A solid understanding of grammar, spelling, punctuation, and the necessary format is essential for preparing and proofreading correspondence.
  • Working with Microsoft Office, including Word, PowerPoint, Outlook, Excel, and Access, is essential for retrieving statistics, preparing reports, and analyzing data.
  • Using a personal computer and various software applications is essential for efficiently and accurately generating typed correspondence and reports.
  • Utilize timekeeping systems.
  • Understanding of mathematics, along with proficiency in calculators and software programs, is essential for efficiently, effectively, and accurately managing budget preparations and statistics needed for weekly, monthly, and quarterly reports.
  • Offer administrative support, oversee, and collect vital data for a particular program. Has the ability to apply basic analytical methods to interpret data while recognizing errors and discrepancies.
  • Managing databases, assisting with the upkeep of available resources, and providing recommendations regarding resource requirements and allocation; facilitates communications for the Caregiver Support Program and supports the program's day-to-day operations.
  • Maintain and monitor program census, aid in the preparation of all program reports, and assist in tracking internal reviews, action items, quality measures, and the overall efficiency of the Caregiver Support Program.
  • Facilitate the setup of program eligibility and enrollment for new Veterans and Caregivers. Collaborate effectively and productively with VA Eligibility, Travel, Fiscal Services, Integrated Care Services, and various departments across the facilities.
  • Utilizing time management skills paired with excellent decision-making abilities. Thrives in high-pressure situations, adjusting to frequent interruptions and changing priorities. Successfully manages multiple competing tasks while also supervising additional administrative duties.
  • Act independently, a broad scope for decision-making, and an understanding of information sources related to complex issues, policies, and procedures.
  • Multitasking by managing multiple projects simultaneously. This involves prioritizing tasks based on urgency, deadlines, and the specific requirements of the program.
  • Develop and manage financial spreadsheets to ensure funds are used appropriately, prevent budget shortfalls, and provide updates to the Supervisor and the Caregiver Support Program Coordinator. Create and oversee financial spreadsheets to guarantee proper utilization of resources, avoid deficits, and ensure accurate reporting.
  • Budgeting and financial operations, along with managing Fund Control Points.
  • Manage and monitors program census, aids in the preparation of all program reports, and helps track internal reviews, action items, quality metrics, and the effectiveness of the Caregiver Support Program.
  • Other duties as assigned


Work Schedule: Monday-Friday, 8:00 a.m. - 4:30 p.m.
Position Description Title/PD#: Administrative Support Assistant/PD121600
Physical Requirements: Position requires walking throughout the VISN 19 VA Healthcare System Facilities
standing, bending, and carrying items such as books, papers, and files.

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Pre-employment physical required
  • Selected applicants will be required to complete an online onboarding process
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
  • 5 CFR 330.502 - General restriction on movement after competitive appointment. Cannot move for the 1st 90 days after hire.

Qualifications

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

GS-07 grade level: One year of specialized experience (equivalent to the GS-06 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 mathematics and use of a calculator and software computer programs in other to efficiently, effectively and accurately maintain budget preparations and statistics required for weekly, monthly, and quarterly reports as well as, supervisory controls; Knowledge of Microsoft Office to include, Word, Power Point, Outlook, Excel and Access is required to retrieve statistics, prepare reports and analyze data; skill in operating a personal computer and various software packages in order to quickly and accurately produce typed correspondence and reports; produce and update a wide range of documents that often require complex formats, such as graphics of tables with text, to edit and reformat electronic drafts and to updates or revised existing databases or spreadsheets.

There is no educational substitution for the GS-07 level.

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.

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 for the GS-07 level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

A supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Required Documents

Documents Accepted:

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (VA)
  • License
  • Other (1)
  • Performance Appraisal
  • Professional Certification
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action

Documents Required:
  • Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 01/14/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12658180.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Agency contact information

VISN 19 HR Contact Center
Address
VA Oklahoma City Health Care System
921 Northeast 13th Street
Oklahoma City, OK 73104
US
Learn more about this agency

Next steps

After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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