Administrative Support Assistant

Administrative Support Assistant

Duties of the Administrative Support Assistant include but are not limited to:

• Receives and screens the vast majority of callers and visitors to the Office of the Chief, who include Veterans and/or their family members, Veteran Service Officers (VSO), officials of other federal, state, and local agencies, Medical Center staff, and the general public.
• Determines the nature of the call or visit and refers individuals to the appropriate staff member or service for assistance, personally responding to routine and non-technical requests for information.
• Controls the scheduling of the Chiefs calendar.
• Sets priorities and schedules all appointments without prior clearance or approval.
• Receives, reviews, and screens all incoming correspondence, determining which requires the personal attention of the Chief ensuring proper distribution and disposition of all other correspondence to PCAS staff.
• Researches any previous correspondence or background material on a specific subject matter and forwards with correspondence to assist in drafting a reply or making an appropriate verbal response.
• Prepares various memorandums for Chief, Assistant Chief, and section chiefs.
• Assists the Chief, Assistant Chief, and subordinate personnel in the procedural aspects of expediting workflow, advising personnel on requirements for preparation and submission of data, action documents, and other correspondence.
• Analyzes all incoming correspondence, ensuring correctness of grammar, punctuation and formatting are in accordance with local and VA guidelines.
• Serves as timekeeper for the Office of the Chief, including sections chiefs, ensuring compliance with electronic time and attendance reporting policies and procedures.
• Coordinates personnel management activities for the Office of the chief, preparing employee personnel actions considered restrictive in nature, i.e. SF52 (Request for Personnel Action) electronically In Web HR, VA Form 3482b (Performance Appraisal).
• Serves as liaison between PCAS and Human Resources Management (HRM) Service on civilian personnel management, ensuring actions are completed in a timely manner and in accordance with HRM policies and procedures.
• Maintains a current organizational chart and listing of PCAS employees by Position Description Title and Number, updating as vacancies occur and recruitment actions are filled.
• Manages travel for the Chief, Assistant Chief and other PCAS employees as required, using sound judgment to make decisions on developing travel itineraries to coincide with agendas and schedules.
• Responsible for typing meeting minutes for designated PCAS meetings with responsibility for sentence structure, grammar, and spelling.
• Assists with the coordination of data for submission of many recurring and non-recurring reports required by VARO and/or management.
• Provides guidance and assistance on applicable procedures, instructions, and regulations to all clerical support staff assigned to PCAS.
• Relays instructions and decisions made by the Chief to appropriate personnel, either orally or by correspondence.
• Establishes and maintains all files electronically pertinent to the Chiefs work area. May also delegate routine tasks to appropriate personnel without prior review by the Chief.

Work Schedule:

Monday - Friday, 7:30am - 4:00pm

Virtual:
This is not a virtual position.

Position Description/PD#:
Administrative Support Assistant / PD08525A

Relocation/Recruitment

Incentives:

Not Authorized

Critical Skills Incentive (CSI):
Not Approved

Permanent Change of Station (PCS):
Not Authorized