Administrative Support Assistant (OA)

Job Title Administrative Support Assistant (OA) Duties 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. Major duties include, but are not limited to: Assist with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training. Prepare various personnel action and recruitment forms to be submitted to human resources, to include official word documents and forms for incentive award and/or recommendations going to the Awards Committee. Prepares written documents for Title 38 pay recommendations, e.g., SAA (Special Advancement for Achievement) and SAP (Special Advancement for Performance) and submits package to the Professional Standards Board. Performs necessary research related to human resources management issues. Assists the AO in the preparation of SF-182 (Request for Training) and other related training documentation and serves as TMS (Talent Management System) administrator in assisting with coordinating TMS or other training activities for the mental health staff. Calls to attention problems that require agency HR office intervention and/or correction. Makes recommendation to the AO in projecting staffing plans, appraisals, and training requests. The incumbent initiates and manages personnel activities, i.e., writing position descriptions, recruitment requests, managing employee access, and coordination of annual proficiencies and evaluations. Assists the AO in anticipating vacancies for a 100+ FTEE Service and prepares required documents to Submit requests to HRMS and position management with justification for recruitment. Maintains service organizational chart and functional statements/position descriptions. Assists in coordinating the mid-cycle and annual performance evaluation process for the Service. Prepares and monitors various workload and cost reports for use within the service, submits to facility and VISN management as required. Analyzes each cost item pertaining to labor, training, travel, space requirements, equipment, pay estimates for contractors, supplies, purchases, etc., to determine proper sequence required for each action. Ensures funds are available to cover charges for all items related to expenses of the organization. If funds are not sufficient to cover charges, the incumbent works with organization personnel to obtain the funds. Incumbent participates in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Develops monthly variance reports and submits to the Administrative Officer for review and approval. Develops budget correspondence, reviews requests for new or revised reports to determine if they are needed, whether they can be simplified or consolidated with existing reports and improvements in preparation instructions as needed. Coordinates the submission of reports of survey, budgets, management briefing, and other similar reports from the subunits. Monitors fiscal resources of the organization, assisting the Administrative Officer in projection. Provides projections for upcoming travel, equipment, supplies, etc. Utilizes IFCAP and FCP processes and assists in planning/control responsibilities to resolve funding problems and maintains fund control points. Work Schedule: Monday to Friday; 8:00 am - 4:30 pm PST Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/ PD306610 and PD306630 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Physical Requirements: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. No special physical demands are required to perform the work.