Administrative Support Assistant (OA)

Job Title

Administrative Support Assistant (OA)

Duties

The duties include but are not limited to:

• Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Nursing Services Leadership.
• Uses database applications to extract information to prepare/assist in preparation of reports.
• Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.
• Assembles data for use of the Chief Nurses in conferences and prepares appropriate information packets.
• Distributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reports; sends deadline reminders as necessary; compiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards, etc.
• Processes budgetary transactions for assigned appropriated funds, reimbursable travel, and transportation accounts; maintains responsibility for tracking of fund control points related to PSIC/ASP.
• Prepares and assembles various data, including narrative and statistical materials into reports, charts, etc., that are provided for justification of the budget or for other administrative uses.
• Verifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmed; reports irregularities to higher level leadership, as necessary.
• Uses different solicitation methods, ordering or reporting procedures, purchasing methods, or clauses and provisions depending on the type, quantity, dollar value, or urgency of the requirement.
• Prepares management correspondence on own initiative where format and subject matter are guided by precedent.
• Reviews incoming mail, reports, inter-office memoranda, etc., calling to the attention of the Chief Nurses of assigned areas, new policies and procedures, as well as changes to existing policy, and other pertinent information.
• Submits work orders and key requests, maintaining records and ensuring follow-up and completion on pending requests.
• Manages nursing general budget and purchases supplies for the service.

Work Schedule: Monday through Friday, 8:00AM to 4:30PM.

Position Description Title/PD#: Administrative Support Assistant (OA)/PD12899A

Physical Requirements: The work is primarily sedentary in nature. However, it may also require some walking and standing throughout the course of a normal workday. Some lifting of boxes and supplies, with bending, stooping and overhead reaching will be required (e.g. carrying/relocating such items as boxes of supplies). The incumbent uses a keyboard and telephone extensively during their normal daily activities.