Administrative Support Assistant (Oa)

Military Treatment Facilities under DHA•Tacoma, WA

2d•Onsite

About The Position

This position is located in the Department of Medicine at Madigan Army Medical Center in Tacoma, Washington. The Administrative Support Assistant provides clerical and administrative support to department leadership and staff. Duties include preparing routine correspondence using office automation software, serving as the department’s Defense Travel System point of contact, maintaining reference files and suspense records, assisting with timekeeping and supply records, preparing purchasing justification documents, receiving and directing calls and visitors, and arranging meetings and conferences. The position includes a 10% temporary-duty or business-travel requirement and may be designated mission essential. Employees assigned to a medical treatment facility must meet applicable immunization screening requirements and the mandatory seasonal influenza vaccination requirement, unless they have a recognized exemption. Appointment may be subject to a background investigation and suitability or fitness determination.

Requirements

One year of specialized experience responding to routine inquiries, preparing correspondence, maintaining files or records, and using automated systems to perform duties; alternatively, qualify through education or a combination of education and experience.
Alternatively, four years of education above the high school level from an accredited business, secretarial, or technical school, junior college, college, or university.
A combination of education and experience may qualify when the computed total is at least 100% of the requirements.
Applicants who held a General Schedule position within the last 52 weeks must have 52 weeks of Federal service at the next lower grade or equivalent (GS-04).
Provide proof of U.S. citizenship.
Male applicants born after December 31, 1959 must complete a Pre-Employment Certification Statement for Selective Service Registration.
Meet applicable medical-treatment-facility immunization screening requirements and the seasonal influenza vaccination requirement, unless a recognized exemption is provided.
Be prepared to report to or remain at work as scheduled during severe weather or other emergency situations if designated mission essential.
Appointment may be subject to a suitability or fitness determination based on a completed background investigation.
Applicants must meet an eligible employment-authority category listed in the announcement.

Responsibilities

Use automation software such as Word, Microsoft Outlook, PowerPoint, and Excel to prepare routine correspondence in accordance with regulations and procedures or as requested by department leadership or staff.
Serve as the department’s Defense Travel System (DTS) point of contact.
Maintain ready-reference files of regulations, policies, rosters, directives, and other departmental materials.
Act as an alternate timekeeper; post, edit, and prepare timecards for certification and prepare overtime records.
Receive calls, greet visitors, and direct inquiries to the supervisor or other staff members for attention or action.
Assist the supervisor in training personnel on maintaining supply records.
Prepare justification documents for high-cost items and sole-source requests.
Prepare and arrange meetings and conferences for department leadership as needed.
Maintain suspense records for correspondence and action documents, and follow up to ensure timely replies or actions in accordance with policy.