Administrative Support Assistant

Summary

The Administrative Support Assistant provides essential administrative support to the Chief of Staff service line, ensuring efficient operations and effective communication within the department. This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services.

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Duties

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Administrative assistance to the Chief of Staff and associated staff, including managing correspondence, preparing reports, and maintaining records. Major responsibilities and duties include, but are not limited to:

• Directly assists the Administrative Officer (AO), HSS and service lines within the COS line performing essential work in several vital functions or services such as: records management, publications and forms management, reports management, human resource management, fiscal and contract management, manpower utilization, and administrative processes and procedures.
• Participates with management to address issues, resolve problems, and assist the AO with creating recommendations for correcting or improving the service line overall management.
• Perform as a backup timekeeper for the COS office and backup timekeeper for or services within the COS line Serve as a backup timekeeper, entering employee work tours, validating timecards.
• Organize and schedule meetings, prepare agendas, and take minutes to document discussions and action items.
• Serve as secondary control point clerk for the fund control points (FCPs) of the service and complies with all acquisition regulations, as well as all federal VA and local policies and procedures to support the organization's mission and needs.
• Serves as Service liaison to external and internal stakeholders. Communicates through written documents, electronic communication, telephone, and face to face with all stakeholders while providing excellent customer service.
• Assists the AO with reviewing, analyzing and interpreting incoming requests, recommending appropriate action or suggests appropriate alternatives, based on knowledge of internal operations, budgetary constraints and work priorities.
• Tracks financial, personnel, supply, and other administrative transactions.
• Will attain and maintain computer skills (e.g. word processing, file management, VISTA program, EXCEL spreadsheets, PowerPoint) and communication tools such as MS Outlook, SharePoint and Meeting Room Manager.

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

Compressed/Flexible: Not Authorized

Telework: This position is not authorized for telework

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD147140

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): 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.
• 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, 09/30/2026.

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-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. 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 and/or education as described below: Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

Examples of Specialized Experience would typically include, but are not limited to: This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services.

• Must be detail-oriented, able to work under pressure, prioritize, and carry-out multiple assignments simultaneously.
• Must have professional knowledge of accepted practices in communications (i.e., writing, editing, and organizing for logical, effective presentation).
• Effective oral and written communication skills to provide instruction, administer special projects, and report findings to a varied audience. Using established office software and standard reporting formats to compile and track admin data.
• Mastery of established rules of grammar and punctuation is essential....
• Participates with management to address issues, resolve problems, and assist the AO with creating recommendations for correcting or improving the service line overall management. must have skill and practical experience in using computer software programs designed to compile and analyze data, develop reports, and prepare written materials.
• Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Adobe Acrobat, Outlook, VATAS and VISTA, SharePoint and Meeting Room Manager.
• Must have knowledge of the complex record keeping requirements according to the National Records Control Schedule and VA Handbook 6300.1, Records Management 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.