Administrative Support Assistant (OA)
The incumbent functions as an administrative assistant to the Homeless Program Manager to perform and coordinates all day-to-day administrative support required to accomplish the work of the Homeless Program. Duties include, but are not limited to:
Procures materials and amenities to meet the acquisition, purchasing, rental, or lease needs. Independently monitors office supplies/equipment and replenishes items or initiates repairs/replacements as needed. Places orders using a government issued purchase card through assigned fund control points, reconciles and audits orders. Tracks financial, supply, and other administrative transactions and monitors all 15 fund control points assigned to homeless programs to ensure no overspending. Monitors and certifies timely reception of invoices from vendors, certify their accuracy and follow through to ensure timely payment. Responsible for administrative and program support in the day-to-day operations for the facility's various homeless programs. Prepares travel authorizations for program staff. Provides advice to employees regarding travel authorizations and vouchers. Advises management officials, supervisors, and employees on the interpretation and application of a variety of fiscal policies, practices, and procedures. Reviews and audits submitted claims and receipts within travel allowances to verify appropriate payment. Responsible for all fleet vehicles assigned to the homeless program. Ensures all vehicle receipts, mileage logs, and inspections are completed as required and assists program staff with accident reporting should the need arise. Responsible for timekeeping and timecards for all homeless program staff. Functions as the department's Records Liaison Officer (RLO) and is responsible for the administrative handling of all forms and documents, retrieval and dissemination of data relating to the homeless program. Responsible for maintaining historical program records including contracts, payments, invoices and vouchers related to the various homeless programs. Types, edits, and maintains current copies of homeless program forms relating to program documents, letters, memos, reports and summaries, evaluations, program brochures, letters of introduction, and other types of written communications. Create and maintain a homeless program resource directory, which can be given to homeless Veterans and staff. Greets visitors to the clinic in a professional and friendly manner. Answers telephone calls and directs callers to appropriate staff members. Acts as a liaison between the building owner and the medical center to ensure all maintenance needs are being met. Drafts work order requests ensuring service required is clearly stated, installation, repair, maintenance, etc. Collects data for the program operating budget, reviews submissions for proper format and compliance with budget requirements; sets up controls to monitor expenses during the year, and recommends budget adjustments. Prepares data reports for the Homeless Program Manager to review and makes recommendations based on the data to identify trends, training needs and program development opportunities. Provides data on analyses of specific program and operational issues as they relate to best practices, operations, clinical efficiency, performance and quality improvement. Maintains spreadsheets, data input, and aggregate data used for reporting purposes. Responsible for providing data/reports related to the administrative, clinical, and technical aspects of the Homeless programs. Perform other administrative duties as assigned. Work Schedule:
08:
00a-04:
30p, Monday-Friday Position Description Title/PD#:
Administrative Support Assistant (OA)/ PD# 70550-0 Physical Requirements:
The position is sedentary with daily intermittent requirements of standing, walking, bending, reaching, and stooping. In addition, there is some physical strain associated with filing and transporting records or occasionally carrying of 10 pounds or less. No unusual dexterity is required. To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement. GS-6 grade level:
One year of specialized experience (equivalent to the GS-5 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes:
knowledge of medical/psychiatric terminology, grammar, spelling, punctuation, and required formats to prepare correspondence and reports; knowledge of the medical records to look up information for the providers; knowledge of evaluation forms, filing, and distribution systems to ensure administrative tasks are completed accurately and on time; knowledge of office automation systems; knowledge of fiscal procedures; ability to interpret and analyze information in order to arrive at a logical conclusion; ability to plan, organize and implement assigned tasks under strict deadlines and multiple changing priorities; ability to interpret and apply written instructions, guidelines, policy memorandums, etc. Typing Requirement:
This position requires a qualified typist with a typing speed of 40 wpm. Applicants must self-certify typing speed of at least 40 words per minute by providing either- (1) online certificate or equivalent OR (2)disclosing specifically on resume. There is no educational substitution for the GS-6 level. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
Estimated Salary: $20 to $28 per hour based on qualifications.
Procures materials and amenities to meet the acquisition, purchasing, rental, or lease needs. Independently monitors office supplies/equipment and replenishes items or initiates repairs/replacements as needed. Places orders using a government issued purchase card through assigned fund control points, reconciles and audits orders. Tracks financial, supply, and other administrative transactions and monitors all 15 fund control points assigned to homeless programs to ensure no overspending. Monitors and certifies timely reception of invoices from vendors, certify their accuracy and follow through to ensure timely payment. Responsible for administrative and program support in the day-to-day operations for the facility's various homeless programs. Prepares travel authorizations for program staff. Provides advice to employees regarding travel authorizations and vouchers. Advises management officials, supervisors, and employees on the interpretation and application of a variety of fiscal policies, practices, and procedures. Reviews and audits submitted claims and receipts within travel allowances to verify appropriate payment. Responsible for all fleet vehicles assigned to the homeless program. Ensures all vehicle receipts, mileage logs, and inspections are completed as required and assists program staff with accident reporting should the need arise. Responsible for timekeeping and timecards for all homeless program staff. Functions as the department's Records Liaison Officer (RLO) and is responsible for the administrative handling of all forms and documents, retrieval and dissemination of data relating to the homeless program. Responsible for maintaining historical program records including contracts, payments, invoices and vouchers related to the various homeless programs. Types, edits, and maintains current copies of homeless program forms relating to program documents, letters, memos, reports and summaries, evaluations, program brochures, letters of introduction, and other types of written communications. Create and maintain a homeless program resource directory, which can be given to homeless Veterans and staff. Greets visitors to the clinic in a professional and friendly manner. Answers telephone calls and directs callers to appropriate staff members. Acts as a liaison between the building owner and the medical center to ensure all maintenance needs are being met. Drafts work order requests ensuring service required is clearly stated, installation, repair, maintenance, etc. Collects data for the program operating budget, reviews submissions for proper format and compliance with budget requirements; sets up controls to monitor expenses during the year, and recommends budget adjustments. Prepares data reports for the Homeless Program Manager to review and makes recommendations based on the data to identify trends, training needs and program development opportunities. Provides data on analyses of specific program and operational issues as they relate to best practices, operations, clinical efficiency, performance and quality improvement. Maintains spreadsheets, data input, and aggregate data used for reporting purposes. Responsible for providing data/reports related to the administrative, clinical, and technical aspects of the Homeless programs. Perform other administrative duties as assigned. Work Schedule:
08:
00a-04:
30p, Monday-Friday Position Description Title/PD#:
Administrative Support Assistant (OA)/ PD# 70550-0 Physical Requirements:
The position is sedentary with daily intermittent requirements of standing, walking, bending, reaching, and stooping. In addition, there is some physical strain associated with filing and transporting records or occasionally carrying of 10 pounds or less. No unusual dexterity is required. To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement. GS-6 grade level:
One year of specialized experience (equivalent to the GS-5 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes:
knowledge of medical/psychiatric terminology, grammar, spelling, punctuation, and required formats to prepare correspondence and reports; knowledge of the medical records to look up information for the providers; knowledge of evaluation forms, filing, and distribution systems to ensure administrative tasks are completed accurately and on time; knowledge of office automation systems; knowledge of fiscal procedures; ability to interpret and analyze information in order to arrive at a logical conclusion; ability to plan, organize and implement assigned tasks under strict deadlines and multiple changing priorities; ability to interpret and apply written instructions, guidelines, policy memorandums, etc. Typing Requirement:
This position requires a qualified typist with a typing speed of 40 wpm. Applicants must self-certify typing speed of at least 40 words per minute by providing either- (1) online certificate or equivalent OR (2)disclosing specifically on resume. There is no educational substitution for the GS-6 level. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$38,921 to $50,598 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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