Administrative Support Assistant (OA)

Summary The position is aligned under the Office of the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) within Nursing Service at the San Diego VA Medical Center (VAMC). The Nursing Service is the largest service in the facility - comprised of over 970 clinical and administrative employees. The service collaborates in a team-oriented - customer-driven - professional environment to develop new models of care that emphasize prevention and improve access and coordination of care. Qualifications 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. Preferred 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. Duties 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 LeadershipUses database applications to extract information to prepare/assist in preparation of reportsReviews documents - reports - and/or applications for omissions and inconsistencies - and ensures data entry is complete and accurateAssembles data for use of the Chief Nurses in conferences and prepares appropriate information packetsDistributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reportssends deadline reminders as necessarycompiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards - etcProcesses budgetary transactions for assigned appropriated funds - reimbursable travel - and transportation accountsmaintains responsibility for tracking of fund control points related to PSIC/ASPPrepares 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 usesVerifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmedreports irregularities to higher level leadership - as necessaryUses different solicitation methods - ordering or reporting procedures - purchasing methods - or clauses and provisions depending on the type - quantity - dollar value - or urgency of the requirementPrepares management correspondence on own initiative where format and subject matter are guided by precedentReviews 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 informationSubmits work orders and key requests - maintaining records and ensuring follow-up and completion on pending requestsManages nursing general budget and purchases supplies for the serviceWork Schedule: Monday through Friday - 8:00AM to 4:30PMPosition Description Title/PD#: Administrative Support Assistant (OA)/PD12899A Physical Requirements: The work is primarily sedentary in natureHowever - it may also require some walking and standing throughout the course of a normal workdaySome lifting of boxes and supplies - with bending - stooping and overhead reaching will be required (e.gcarrying/relocating such items as boxes of supplies)The incumbent uses a keyboard and telephone extensively during their normal daily activities.