Administrative Assistant

Job Title

Administrative Assistant

Major Duties

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

This position may be authorized for telework. 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