Administrative Support Assistant (OA)

To qualify for this position, applicants must meet all requirements by 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: Performing a full range of administrative support for an office; receiving visitors and phone calls. Reviewing all incoming and outgoing correspondence; scheduling appointments and meetings. Preparing a range of correspondence and reports; assists in human resources recruitment activities. Maintains and records data for performance improvement projects and collates data with a minor amount from chart extraction.

Assists in production and compilation of training manuals and brochures, posters, and other training aids, and obtains equipment, training films and other visual aids.

01Preferred Experience

Experience with Adobe, Excel and Microsoft Office Suites. 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.

The duties include but are not limited to: Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Nursing Services Leadership. Uses database applications to extract information to prepare/assist in preparation of reports. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.

Assembles data for use of the Chief Nurses in conferences and prepares appropriate information packets. Distributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reports; sends deadline reminders as necessary; compiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards, etc.

Processes budgetary transactions for assigned appropriated funds, reimbursable travel, and transportation accounts; maintains responsibility for tracking of fund control points related to PSIC/ASP. Prepares and assembles various data, including narrative and statistical materials into reports, charts, etc., that are provided for justification of the budget or for other administrative uses.

Verifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmed; reports irregularities to higher level leadership, as necessary. Uses different solicitation methods, ordering or reporting procedures, purchasing methods, or clauses and provisions depending on the type, quantity, dollar value, or urgency of the requirement.

Prepares management correspondence on own initiative where format and subject matter are guided by precedent. Reviews incoming mail, reports, inter-office memoranda, etc., calling to the attention of the Chief Nurses of assigned areas, new policies and procedures, as well as changes to existing policy, and other pertinent information. Submits work orders and key requests, maintaining records and ensuring follow-up and completion on pending requests.

Manages nursing general budget and purchases supplies for the service. Work Schedule: Monday through Friday, 8:00AM to 4:30PM. Position Description Title/PD#: Administrative Support Assistant (OA)/PD12899A Physical Requirements: The work is primarily sedentary in nature. However, it may also require some walking and standing throughout the course of a normal workday.

Some lifting of boxes and supplies, with bending, stooping and overhead reaching will be required (e.g. carrying/relocating such items as boxes of supplies). The incumbent uses a keyboard and telephone extensively during their normal daily activities.