Administrative Support Assistant

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

Experience and/or Education Requirements for Administrative Support Assistance GS-6 Specialized Experience: 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: knowledge of developing spreadsheets for service level compliance tracking; ability to run reports on demand and understand the relation to the other services at the facility, and affiliated medical residency training program; ability to lead in administrative processes and assists service employees with their implementation and revision as needed; ability to perform the tasks necessary to accomplish administrative support; knowledge of standardized administrative practices; knowledge and application of policies in different programs implemented in a primary care services including high visibility programs and time and attendance process; apply training requirements for staff, and other administrative and clerical processes; knowledge of administrative regulations and operating procedures; skilled in applying data and information collection; skilled in using a computer and applying various programs including MS Excel, Word, PowerPoint, OneNote and Outlook, etc. to accomplish the assigned tasks and functions; providing training for other administrative and clerical support staff. skilled in incorporating new applications of admin programs to ascertain that other clerical staff are abreast of changes in process; knowledge of VISTA and VSSC, Power BI reports; knowledge in time and attendance policy and processes and the ability to provide training, assistance, and coordinating these functions with all supervisors; ability to maintain training information for all Primary care service employees; knowledge of fund control processes, supply requests, equipment and services; ability to communicate orally and in writing especially in communicating with health and academic professionals, management officials and when disseminating new information about administrative processes.

There is no educational substitution for the GS-06 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.

The position requires administrative, computer, procedural, and problem-solving skills. The ASA also needs to have the ability to manage a wide variety of complex, unexpected and non-recurring issues, projects and tasks. An essential element of this position is the ability to work quickly and independently while maintaining a positive attitude towards frequent interruptions that often involve internal and external customer service.

The individual must also present him/herself in the most professional way in communicating and coordinating with health care professionals internally and externally. Administrative Duties: Maintains an organized and efficient administrative office in support of the operations in the Primary care Service. Including: timekeeping, data processing, project tracking, and files management per records retention regulations. Leads efforts to maintain electronic files.

Creates/edits documents and databases using MS office programs advanced technology features, specifically of electronic signatures in documents and other modernization activities. Assists with developing and updating the Standard Operating Procedures for the service and implements changes in administrative policies and procedures. Manages and updates the service SharePoint page making changes and additions as needed. Acts as back-up for the PCMM Coordinator for PACT team panel assignments. Assists as an ADPAC.

The ADPAC duties require routine access review and review of VISTA keys and menus for required access for clinical staff including CPRS and other clinical applications for a 200 employees. Manages the least privileged review bi-annually ensuring staff have proper access. Acts as backup training coordinator for Primary care Service. Coordinates and processes travel requests for Primary Care staff and physician candidates. Assists in gathering basic data and information.

Is responsible for Primary Care Service, attendance and leave programs. Provides training and assistance to staff in the performance of time and attendance functions. Enters equipment/supply requests, and records and tracks for compliance. Coordinates meetings, prepares agendas and takes meeting minutes. Serves as Point of Contact for specific routine reports. Manages calendars and scheduling for common areas within the Service, as well as Service leadership.

Provides reminders to service leaders during pertinent meetings. Manages provider leave calendar. Serves as Equipment Liaison and ensures equipment is tracked by user end points within service line. Screens phone calls and greet visitors to the Primary Care office. Receives and handles all incoming mail for the front office, and makes disposition by assigning to the appropriate services. Sends service group emails and other correspondence for a variety of communication purposes.

Trains other staff in administrative practices and procedures. Provides guidance and instructions to volunteers. Performs other duties as assigned by the Supervisory Administrative Officer and/or Chief of Primary Care. Program Coordination/Support Duties: The responsibilities of this position will also include assisting in analyzing clinical workload data such as the completion of clinical encounters.

• Assists with the clerical support in each of the Primary Care Service sections (Audiology, Women's Health clinic, and CBOC's).
• Ensures that all Primary care policies are tracked and updated prior to expiration per VHA requirement.
• Provides administrative and clerical support to all Chiefs of Sections of Primary care service including Associate Chiefs and Chief Nurse.

This responsibility has a great impact on the activities of the Chief of Primary Care Service and its senior managers in the overall management of Primary Care Service that encompasses all programs. Miscellaneous and Other Duties: Performs other related duties assigned. Must comply with all VA policies and directives as it applies to the position including training, customer service, Information Security, Privacy Act, etc.

Work Schedule: Full-time, Monday through Friday, 8:00 am to 4:30 pm Position Description Title/PD#: Administrative Support Assistant/PD570-03563-O Physical Requirements: None