Summary
This position is located at the VA Southern Oregon Rehabilitation Center and Clinics, white City, OR. The Administrative Support Assistant performs administrative activities in support of the Facilities Management Services (FMS) and particularly the Office of the chief and the following departments under the Office of the Chief.
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
Duties include but not limited to:
- Reading flor plans and retrieving plans on computer for a variety of resource services in order to support these aforementioned programs and specifically related to emergency dills, safety controls locations, and environmental material management locations for the spill Prevention Comprehensive Plan. Ability to act independently.
- Answering inquiries for information, which may require research or basic technical knowledge, such as status of reports, duty stations of employees, suspense dates, interpretation or content of administrative reports, etc.
- Maintaining a system of records for safety deficiencies, GAP analysis, PT Tracker, and other data mining locations assigned which includes Microsoft databases and complex excel spreadsheets for terms within these specific areas.
- Preparing and typing information from several sources for reports that have to do with inspections, evaluations ad testing in thee program area such as Safety Deficiencies for all services at the facility based upon routine inspection.
- Inputting inspection results into the established database and monitors inspection action plans for compliance with national monitors and timelines. Reports deficiencies to services and notifies Chief, FMS if additional action(s) are required with other services for action.
- Reviews the existing database continuously looking for improvements in reports, charts and overall processes and provides suggestions to the Chief for implementation.
- Answers inquiries for information, which may require research or basictechnical knowledge, such as status of reports, duty stations of employees, suspense dates, interpretation or content of administrative reports, etc.
- Maintain a system of records as assigned which includes Microsoft databases and complex excel spreadsheets. Verifies that all inspection results are completed and documented appropriately. Notifies services of actions required that are not completed yet and then refers continuous uncompleted action items to the Chief, FMS, for further action.
- Ability to read floor plans and retrieve plans on computer for a variety of resource services. Ability to act independently to determine maintenance need and independently notifies shop supervisor or personnel.
- Monitors and tracks work order progress and key performance indicator elements as assigned by the VISN for work order customer service.
- Performs routine administration and clerical duties such as researching and assembling data, preparing correspondence, reports and records, filing, etc.
- Receives incoming correspondence, reports, instructions, etc. and screens those items which he/she can handle, forwarding remaining to appropriate personnel, together with any necessary background material. Reviews all outgoing reports and correspondence for compliance with current regulations, grammatical and numerical accuracy.
- Sets up and maintains files which include office copies of correspondence, reports, etc. Maintains VA and station manuals.
- Performs as the alternate timekeeper and alterative credit card holder for up to three credit cards for FMS.
- Coordinates medical surveillance program activities with FMS employees, working closely with Occupational Health/Infection Control Nurse to ascertain (1) mandated screening tests, (2) numbers and categories of employees to be tested, and (3) proper sequence and documentation requirements. Ensures all applicable forms are compiled, and properly completed, schedules appointments, and assures all follow-up activities are completed as stated in the regulations.
- Responsible for the coordination of the facility's Government Motor Vehicle Operator's Identification Card Program.
Work Schedule: Monday- Friday, 8:00am - 4:30pm
Virtual: This is not a virtual position.
Position Description Title/PD#: Administrative Support Assistant (OA)/PD901000
Relocation/Recruitment Incentives: Not Authorized
Physical Requirements: Normally work is sedentary in nature. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, such as papers, books, or small parts, step ladders or on occasion may operate a motorized cart. On infrequent occasions work may require specific, but common, physical characteristics and abilities, such as above average agility and dexterity.
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
- 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) - See "Required Documents" below for details.
- 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.
Qualifications
To qualify for this position, applicants must meet specialized experience requirements within 30 days of the closing date of this announcement.
GS-06 grade level: One year of specialized experience (equivalent to the GS-05 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: Work assignments that involves policies and procedures of the functional and administrative areas to coordinate and resolve questions/problems; Maintaining effective working relationships with both internal and external customers to serve as a point-of-contact for assigned projects; Applying skill in written and verbal communication to explain status of project and make presentations to higher level employees; and Utilizing automation systems sufficient to input and retrieve pertinent information for assigned projects.
There is no educational substitution for the GS-06 level.
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.
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
Clerical, Customer Service (Clerical/Technical), and Writing
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.
Education
This job does not have an education qualification requirement.
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.
Resume Reminder - Your resume must include the following information for each job listed:
- Job title
- Duties (be as detailed as possible)
- Month & year start/end dates (e.g. June 2007 to April 2008)
- Full-time or part-time status (include hours worked per week)
- Salary/Rank etc.
- Series and Grade, if applicable, for all Federal positions you have held
- References, current or recent supervisor
Do not include the following types of information in your resume:
- Classified or Government sensitive information
- Social Security Number (SSN)
- Photos of yourself
- Personal information, such as age, gender, religious affiliation, etc.
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. The experience stated in your resume must support your assessment responses.
Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
Required Documents
Documents Accepted:
- Cover Letter
- DD-214/ Statement of Service
- Disability Letter (VA)
- Other (1)
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
Documents Required:
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 10/03/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12555154.
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.
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: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
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