Administrative Support Assistant

Summary

This position serves as an administrative assistant to the Facility Director in a Community Based Outpatient Clinic (CBOC) providing a variety of outpatient services in location remote from the medical center. The incumbent provides a variety of administrative and clerical support duties to the clinic assuring that the clinic as a whole has the information, supplies, and equipment required to operate efficiently.

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Duties

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The incumber works independently under the supervision of the Facility Director. Principal duties and responsibilities include but are not limited to;

• Receives and screens many calls and visitors to the Office of the Facility Director, who include Veterans and/or their family members, Veteran Service Organizations, officials of other federal, state and local agencies, Vendors, Medical Center personnel and public.
• Make calls as requested by the Facility Director to solve various problems and complaints from call-ins and personal contacts, which could not be resolved at the subordinate level, gathering information and present it to the Facility Director for decision.
• Reviews, monitors and analyzes administrative reports bring discrepancies in trends and outliers to the attention of the Facility Director.
• Proofs and prepares Facility Director outgoing mail ensuring correctness of grammar, punctuation, and format is in accordance with local and VA guidelines.
• Prepares various memorandums for the Facility Director as well as reviews all incoming correspondence.
• Provides administrative support to all areas with the Community Based Outpatient Service which includes oversight and support as it relates to the daily operations in the clinic.
• Assist staff with issues involving computers, phones, printers and all other equipment or software needs.
• Set priorities and schedules all meeting appointments without prior clearance or approval.
• Primary timekeeper for the CBOC. Ensure timecards are done timely and follow all policies and procedures.
• Purchases various medical and office supplies.

Work Schedule: 7:30am-4:00pm Monday - Friday

Telework: Not Authorized.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD94220A

Relocation/Recruitment Incentives: Not Authorized.

Permanent Change of Station (PCS): Not Authorized.

Requirements

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Conditions of employment

• 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.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 ( 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/24/2026.

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-6 position you must have served 52 weeks at the GS-5. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

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-5 in the normal line of progression for the occupation in the organization.

Candidates must also demonstrate all the knowledge, skills, and abilities below:

• Knowledge of the organization's mission and operating programs, support organizations and its functions.
• Knowledge of various software such as Microsoft excel, Word, Power Point, Visio, and Access as well as the use of Vista Operating System and its various functions.
• Knowledge of various forms and formats required to complete administrative requirements.
• Skill in using various devices such as personal computers and various devices such as printers and fax machines.
• Skill in analyzing problems to frame the issues, formulating alternatives to resolve, and presenting recommended solutions. Ability to choose, interpret, adapt, and apply pertinent guidelines.
• Knowledge of grammar, spelling, punctuation and required formats.
• Ability to tact and deal effectively with veterans and/or their family members, Veteran Service Officers, Congressional staff personnel, officials of other federal, state, and local agencies, Medical Center, Staff, and the public in answering calls, handing visitors.
• Knowledge of duties, priorities, policies, regulations, commitments, and program goals of the Director as they relate to administrative support.
• Working knowledge of medical terminology.
• Knowledge of reports, reporting data, and submission dates for timely submission of the many administrative reports in the CBOC's.

Skilled in advising and instructing subordinates concerning general clerical and administrative procedures.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.