Administrative Support Assistant

Administrative Support Assistant

Typical duties include, but are not limited to:

• Advises the Veteran Readiness and Employment Officer on practical and technical aspects of office administration to include budgeting, supply management, information resource and files management, and perform staff support work in each of these areas. Reviews work measurement functions of the operations of the Division and ensures that reporting requirements and procedures are met.
• Actively assists the Vocational Readiness and Employment Officer in budgeting and controlling General Operating Expense (GOE) funds for the Division; prepares quarterly estimates of funds for each Division account; maintains Fund Control Point balances, records quarterly allotments, expenditures, and adjustments using Excel spreadsheets. Receives output from the Financial Management System (FMS) and verifies local Control Point balances. Immediately clarifies variances with accounting Section personnel and the station Budget Analyst. Continuously analyzes accounts to determine shortages or surplus, adjusting accordingly and immediately advises the Budget Officer of surpluses or shortages as they occur. Prepares recurring and special summary reports on specific areas as requested by the Vocational Readiness and Employment Officer, and research inquiries from veterans and training institutions, contractors, service organizations and other interested parties.
• Gathers information and statistical data from all operating elements and prepare and maintain various technical records and reports required by the Division. Reviews such data for completeness and accuracy and for the purpose of identifying specific trends and coordinates all activities concerning statistical and narrative reports. This includes analyzing and/or verifying data submitted for Systematic Analysis of Operations (SAO) reports, and internal control reports.
• Responsible for monitoring AskVA (AVA) and future Veteran inquiry systems.
• Monitors Review of Quality data to include coordinating monthly reviews, obtaining files for review and completing appropriate paperwork.
• Maintains the Readiness and Employment Division library, e.g., VA regulations, manuals, circulars, bulletins and other publications, and posts changes as needed. Distributes publications to appropriate employees and assists with administrative and clerical issues.
• Responsible for receiving and properly distributing incoming mail, monitor all controlled correspondence, and maintain suspense records and diaries to ensure timely responses and/or actions are taken in accordance with office directives. Receives and places telephone calls to a wide range of program participants and VA personnel in other divisions and offices. Provides specific information on routine matters falling within established procedures and redirects calls to the appropriate staff member based on knowledge of the program areas or operations.
• Attends and participates with VR&E Division staff meetings and prepare and distribute approved minutes. Ensures that employee information is properly distributed, and that information posted to the division bulletin board is current.

Work Schedule: Monday through Friday 8:00 am - 4:30 pm

Compressed/Flexible: Available

Telework: Not Authorized

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant; PD04459A

Relocation/Recruitment Incentives: Not Authorized.

Financial Disclosure Report: Not Required

Bargaining Unit: No