Summary
This is a developmental position, located at the Washington DC Veterans Affairs Medical Center (DC VAMC), office of the Associate Director for Patient Care Services (ADPCS). This position composes a career ladder structure to the full performance level of Administrative Support Assistant.
Duties
Major Duties are but not limited to: This position is responsible for a broad range of administrative duties required to administratively support seven clinical specialty service lines within the Nursing Service. Provides guidance to managers, supervisors and staff in personnel matters involving staffing, leave administration, employee relations, and training issues. Effectively enhances the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports. Acts as an Automated Data Processing Application Coordinator (ADPAC) for the specialty service line(s) assigned. Performs several roles as a VA TMS Administrator. Serves as a Key Coordinator for the Service Key Control Program. Performs time and attendance duties when staffing levels dictate the need for additional support. Prepares memos as needed for employees who need to request advance leave. Data Collection, Management and Analysis: Performs work involving the collection, compilation, review, tracking, and provision of real-time data and statistical information in support of the organization's program operations. Evaluates internal programs, policies, procedures, and guidelines for administrative support program activities performed in all Patient Care service lines. Resource Management: Plans and coordinates a variety of general office support services, including but not limited to requisitions, purchases, storage, maintenance of stock levels, installation repair, and maintenance and disposal of office equipment. Serves as the Fund Control Point Clerk/Requestor and manages office supply functions by initiating local purchases, sole source procurement, and GSA catalog purchases. Government Purchase Card Duties: The incumbent is an authorized user of a Government Purchase Card (GPC), and maintains the card for the assigned Service line in accordance with all requirements for meeting the standards of documentation and reconciliation as set forth by VA Handbook 1730.1, Use, and Management of Government Purchase Card, dated August 27, 2008. Initiates purchases in support of events and supply needs of the Office of the Director of Nursing Services. As mandated by VACO and VISN 5, cardholders will be held accountable for the following but not limited too: Complying with all Federal, VA, and local acquisition regulations, using mandated socioeconomic entities and complying with the Javis-Wagner-O'Day Act and using mandatory sources. Ensuring the acquisition of Environmental Protection Agency (EPA)-designated products. Verifying funds availability prior to making purchases and complying with single purchase and monthly cardholder limits placed on card. Inputting of order into IFCAP, within one (1) workday of purchase with vendor, to include correct control point, cost center, and budget object class (BOC) for that transaction. Undelivered or partial and unmatched payments pending beyond thirty (30) days must be reviewed and necessary action taken. Reconciling payment charge from Government Purchase Card vendor within fourteen (14) calendar days of receipt of IFCAP purchase card message. All payments must be reconciled within 40 days. Ensuring purchases represent reasonable prices unless a premium is justified and documented. Preferred Experience: Administrative experience within the last 3 years within medical setting Experience with timekeeping for a large unit Demonstrated customer service skills Physical Demands: Work is primarily sedentary. Work will involve some walking between various offices as well as standing, bending, and lifting of objects or boxes weighing 20 pounds or more. Duties include a significant amount of work that will require viewing large amounts of information on a computer screen, and involve a considerable volume of typing. Work Environment: Most duties will be performed in an office setting. The work environment involves everyday risks or discomforts, which require normal safety precautions typical of such places as offices, meeting, and training rooms, etc. No special physical demands are required to perform the work. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: 7:30am - 4:00pm, Monday - Friday Compressed/Flexible: Not Authorized Telework: Authorized. AD-HOC Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant/PD21021O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Education
There is no educational substitution at this grade level.
How you will be evaluated
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: Accountability Administration and Management Attention to Detail Customer Service Decision Making Flexibility Information Management Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.