Administrative Support Assistant US Department of Veterans Affairs Seattle

Title Administrative Support Assistant
Date 01 September 2020
Company US Department of Veterans Affairs
City Seattle

Short Description :

Calendar of meetings, conference calls, and scheduled leave etc Calls to attention problems that require agency HR office intervention and/or correction Planning, programming, assessments, inspections, budgeting, training, data processing, personnel, equipment, property ,…

Full Description :

    Duties Summary

    The incumbent will serve as the administrative assistant to the Director of Clinical Operations and Business Intelligence (COBI) Service Line. The incumbent provides technical and program support on all administrative and management functions not limited to: planning, programming, assessments, inspections, budgeting, training, data processing, personnel, equipment, property and logistics management, general office management, contracting, procurement and other administrative transactions.

    • Assisting with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training.
    • Prepares written documents for Title 38 pay recommendations.
    • Prepares form to request training for staff.
    • Serves as LMS (Learning Management System) administrator.
    • Calls to attention problems that require agency HR office intervention and/or correction.
    • Makes recommendation to the Director regarding staffing plans, appraisals, and training requests.
    • Assists with managing personnel activities, i.e., writing position descriptions, recruitment requests, managing employee access, and coordination of annual proficiencies and evaluations.
    • Assists in anticipating vacancies and prepares required documents to request recruitment.
    • Maintains organizational chart and functional statements/position descriptions.
    • Assist with any future proposals/projects that are implemented.
    • Collects, compile and/or tracking statistical information to established performance measures, goals, and objectives.
    • Participates in performance improvement activities.
    • Monitors fiscal resources, submits reports of survey, budgets, management briefing, and other similar reports from the sub units.
    • Responsible for all equipment and supplies requested by staff.
    • Responsible for daily administrative operations such as maintain calendar of meetings, conference calls, and scheduled leave etc.
    • Responsible for daily input of timekeeping responsibilities.
    • Serves as the primary control point clerk for the fund control points (FCPs) of the service line and complies with acquisition regulations, as well as all federal VA and local policies and procedures.
    Work Schedule: Monday-Friday 7:30a-4:00p
    Telework: Not Available
    Virtual: This is not a virtual position
    Position Description/PD#: Administrative Support Assistant/PD412240
    Relocation/Recruitment Incentives: Not Authorized
    Financial Disclosure Report: Not required Travel Required

    Not required

    Supervisory status


    Promotion Potential


  • Job family (Series)

    0303 Miscellaneous Clerk And Assistant

    Similar jobs
    • Administrative Clerks
    • Assistants, Office
    • Clerks, Administrative
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  • Requirements

    Requirements Conditions of Employment
    • You must be a U.S. Citizen to apply for this job
    • Designated and/or random drug testing may be required
    • Selective Service Registration is required for males born after 12/31/1959
    • You may be required to serve a probationary period
    • Subject to background/security investigation
    • Selected applicants will be required to complete an online onboarding process
    Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/09/2020.
    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-06 position you must have served 52 weeks at the GS-05. 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.
    Specialized Experience: Along with meeting the time-in-grade requirement (if applicable), you must have one year of specialized experience equivalent to at least the next lower grade level (GS-5) in the normal line of progression for the occupation in the organization. For the GS-6 grade level specialized experience includes, but are not limited to: managing multiple program components at one time; data collection and analysis, tracking and evaluation of the program components; skills in installing, maintaining and updating several different electronic scheduling programs and electronic databases, managing personnel activities; submitting recruitment requests; plans, developing and maintaining financial data; maintaining competency folders and their contents accurately; maintaining schedules for meetings and appointments; communicate effectively, both orally and in writing, with people from varied backgrounds tactfully and courteously.
    You will be rated on the following Competencies for this position:
    • Interpersonal Skills
    • Manages and Organizes Information
    • Organizational Awareness
    • Self-Management

    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.
    Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.
    Physical Requirements: The work is primarily sedentary with routine walking around the Medical facility. Work involves some walking, standing, bending, stooping, reaching, and some lifting (5-10 lbs.) and carrying light items such as papers, books, supplies, etc. Working independently and with others.
    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

    Receiving Service Credit or 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.
    Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
    The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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
    Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
    It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
    This job opportunity announcement may be used to fill additional vacancies.
    Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
    For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
    If you are unable to apply online view the following link for information regarding an Alternate Application.

    How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.

    Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

    Background checks and security clearance Security clearance


    Drug test required


    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process
  • Required Documents

    Required Documents

    To apply for this position, you must provide a complete Application Package which includes:

    • Resume
    SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
    • Most recent SF-50 if you are a current or former Federal employee
    • An SF-50 showing 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
    • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
    • Examples of appropriate SF-50's include:
      • Within grade increases at the highest grade held; or
      • Promotions with an effective date more than one year old; or
      • SF-50's at the highest grade held with an effective date more than one year old.
    The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
    • Cover Letter
    • DD-214/ Statement of Service
    • Disability Letter (Schedule A)
    • Disability Letter (VA)
    • OF-306
    • Additional Documents
    • Performance Appraisal
    • PCS Orders
    • Performance Appraisal
    • Proof of Marriage Status
    • Resume
    • Separation Notice (RIF)
    • SF-15
    • SF-50/ Notification of Personnel Action
    • Transcript

    Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • Benefits


    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. Learn more about federal benefits.

    Review our benefits

    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.

Help This job is open to
  • Federal employeesCompetitive service

    Current or former competitive service federal employees.

  • Federal employeesExcepted service

    Current excepted service federal employees.

  • Individuals with disabilities
  • Military spouses
  • Veterans
  • Career transition (CTAP, ICTAP, RPL)

    Federal employees who meet the definition of a "surplus" or "displaced" employee.

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