Administrative Assistant
This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Administrative Assistant, GS-0303-07 vacancy at the Lexington, KY Veteran Affairs Medical Center (VAMC), with Business Office. Incumbent will serve as an Administrative Assistant is primarily at the Cooper Division , but is required to work at the other Leestown Road location as necessary. The medical center is a two-division tertiary care facility that provides acute medical, surgical, neurological, and mental health inpatient services with a 99-bed complement at the Cooper Drive Division as well as a 61-bed Nursing Home Care Unit and an additional 30-bed Psychosocial Residential Rehabilitation beds at the Leestown Division. This large complex, tertiary care, dual-division, and affiliated research facility with over 250 beds for medical and surgical care at primary, secondary, and tertiary levels, and psychiatry, and extended care. The medical center has an extensive outpatient program with a workload of over 300,000 annual visits, provided via more than 900 clinics, in primary care and subspecialty clinics held at both divisions of the medical center and its Community Based Outpatient Clinics (CBOCs) - which currently include Somerset, Morehead, and Hazard. The medical center's primary service area covers approximately 38 counties in central and southeastern Kentucky, with a veteran population of over 90,000. This medical center is primarily affiliated with the University of Kentucky Colleges of Medicine and Dentistry for the training of approximately 500 medical and dental residents in 25 accredited specialty and subspecialty programs. Affiliations with 15 other institutions in Kentucky and elsewhere provide for training in 30 additional health professions involving more than 1100 students annually. Major Duties and Responsibilities include but not limited to:
Performs secretarial duties in support of HAS service chief and managers, and in some cases, the subordinate staff of those individuals as well. Obtains and monitors the use of services, supplies, or equipment for the office. Schedules appointments, coordinates meetings, and/or schedules conferences. Uses word processing, spreadsheet, data base, project management, graphic design, and management information systems. Prepares internal instructions, operating policies, procedures, guidelines, etc., concerning assigned program(s) and recommends required changes and adjustments to assure proper and adequate accomplishment of program goals and objectives. Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Protects sensitive data in accordance with the provisions of the Privacy Act of 1974, federal regulations, VA statutes/polices. Performs all Timekeeper duties - prepares, maintains, and reviews time and attendance records. Maintains, gathers and compiles various data reports which aid the incumbent in work with organizational charts, staffing levels, and various HAS program resource availability and uses. Creates and prepares charts, graphs, and narrative information for management or program analysis reports from material either provided or data mined by the incumbent. Monitors and reviews past and present program resource use and fore casted requirements to identify trends, discrepancies, and problems requiring further study by the Assistant Chief or Chief of HAS. Works independently to control and maintain installed administrative or information management systems. Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Processes incoming and outgoing materials:
correspondence; reports; memoranda; and other written communication. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently. Coordinates and prepares Congressional replies in proper format from HAS Chief and supervisory personnel, making grammatical/spelling changes as needed. Serves as an office automation technical support expert. Troubleshoots user application problems such as the use of commands merging data formatted with different software applications or recovery procedures in the event of power outages, surges, or command errors. Other duties/tasks as assigned. Work Schedule:
Monday - Friday 8:
00 a.m. to 4:
30 p.m. Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Assistant/PD077030 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/30/2020. Time-In-Grade Requirement:
Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. You may qualify based on your experience as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade, GS-06, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
(1.) Ability to communicate both orally and in writing when dealing with a variety of individuals with tact and diplomacy and present self in a professional manner. (2.) Applies knowledge of the system and the functional capabilities and software to plan, organize, coordinate activities involving multiple individuals and resources. (3.) Knowledge of Microsoft Word, Excel, and Power-Point to prepare correspondences, reports, meeting materials, and data preparation and analysis in an organized manner. (4.) Knowledge of medical terminology. (5.) Knowledge of HAS programs, operations, objectives, and policies along with knowledge of management and organizational techniques, systems, and procedures relating to administrative issues. (6.) Knowledge of hospital computer system (e.g. VISTA) and menus relating to determining legal entitlement of veterans, means tests, and data validation. You will be rated on the following Competencies for this position:
CommunicationsFlexibilityIntegrity/HonestyOrganizational AwarenessProblem SolvingWriting Communications - Effectively expresses information to multiple audiences through clear dissemination of information and ideas; actively listens to others and demonstrates understanding of their comments and/or questions. Flexibility - Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with pressure and ambiguity. Integrity/Honesty - Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Problem Solving - Identifies and analyzes problems; uses sound reasoning to arrive at conclusions; finds alternative solutions to complex problems; distinguishes between relevant and irrelevant information to make logical judgements. Writing - Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. 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. Physical Requirements:
The incumbent must be able to deal with emergency situations and function calmly under stress in both public and private settings. 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, etc. No special physical demands are required to perform the work. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Performs secretarial duties in support of HAS service chief and managers, and in some cases, the subordinate staff of those individuals as well. Obtains and monitors the use of services, supplies, or equipment for the office. Schedules appointments, coordinates meetings, and/or schedules conferences. Uses word processing, spreadsheet, data base, project management, graphic design, and management information systems. Prepares internal instructions, operating policies, procedures, guidelines, etc., concerning assigned program(s) and recommends required changes and adjustments to assure proper and adequate accomplishment of program goals and objectives. Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Protects sensitive data in accordance with the provisions of the Privacy Act of 1974, federal regulations, VA statutes/polices. Performs all Timekeeper duties - prepares, maintains, and reviews time and attendance records. Maintains, gathers and compiles various data reports which aid the incumbent in work with organizational charts, staffing levels, and various HAS program resource availability and uses. Creates and prepares charts, graphs, and narrative information for management or program analysis reports from material either provided or data mined by the incumbent. Monitors and reviews past and present program resource use and fore casted requirements to identify trends, discrepancies, and problems requiring further study by the Assistant Chief or Chief of HAS. Works independently to control and maintain installed administrative or information management systems. Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Processes incoming and outgoing materials:
correspondence; reports; memoranda; and other written communication. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently. Coordinates and prepares Congressional replies in proper format from HAS Chief and supervisory personnel, making grammatical/spelling changes as needed. Serves as an office automation technical support expert. Troubleshoots user application problems such as the use of commands merging data formatted with different software applications or recovery procedures in the event of power outages, surges, or command errors. Other duties/tasks as assigned. Work Schedule:
Monday - Friday 8:
00 a.m. to 4:
30 p.m. Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Assistant/PD077030 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/30/2020. Time-In-Grade Requirement:
Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. You may qualify based on your experience as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade, GS-06, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
(1.) Ability to communicate both orally and in writing when dealing with a variety of individuals with tact and diplomacy and present self in a professional manner. (2.) Applies knowledge of the system and the functional capabilities and software to plan, organize, coordinate activities involving multiple individuals and resources. (3.) Knowledge of Microsoft Word, Excel, and Power-Point to prepare correspondences, reports, meeting materials, and data preparation and analysis in an organized manner. (4.) Knowledge of medical terminology. (5.) Knowledge of HAS programs, operations, objectives, and policies along with knowledge of management and organizational techniques, systems, and procedures relating to administrative issues. (6.) Knowledge of hospital computer system (e.g. VISTA) and menus relating to determining legal entitlement of veterans, means tests, and data validation. You will be rated on the following Competencies for this position:
CommunicationsFlexibilityIntegrity/HonestyOrganizational AwarenessProblem SolvingWriting Communications - Effectively expresses information to multiple audiences through clear dissemination of information and ideas; actively listens to others and demonstrates understanding of their comments and/or questions. Flexibility - Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with pressure and ambiguity. Integrity/Honesty - Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Problem Solving - Identifies and analyzes problems; uses sound reasoning to arrive at conclusions; finds alternative solutions to complex problems; distinguishes between relevant and irrelevant information to make logical judgements. Writing - Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. 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. Physical Requirements:
The incumbent must be able to deal with emergency situations and function calmly under stress in both public and private settings. 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, etc. No special physical demands are required to perform the work. 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/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$43,251 to $56,222 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
