Administrative Support Assistant

Veterans Health Administration • Charleston, SC

2d • Hybrid

About The Position

This GS-6 position provides administrative support to the Chief of the Community Engagement & Veteran Experience (CEVE) Service and its sections at the Ralph H. Johnson Department of Veterans Affairs Medical Center. It is an intermediate-level role leading to the GS-7 full performance level. The selectee must satisfactorily complete on-the-job training and related instruction from the immediate supervisor. The role receives supervision from the CEVE Supervisory Administrative Officer, initially under close supervision that is gradually relaxed except for new, unfamiliar, and relatively complex duties. Promotion to the full performance level may occur without further competition when regulatory, qualification, and performance requirements are met; selection at the lower grade does not guarantee promotion.

The position supports the Patient Advocate Office by managing calls, visitors, and correspondence; answering and triaging calls on the centralized telephone line; and ensuring voicemails are handled promptly. It also greets CEVE visitors, determines their needs, responds as appropriate under policy, and routes them to the appropriate person or service. The assistant answers incoming calls, independently addressing them when possible or transferring them as appropriate. The role supports the Congressional Liaison by converting highly sensitive documents from congressional offices, Veterans and their families, and the VISN office into electronic format. The incumbent also serves as Unit Timekeeper. Work is full-time, Monday through Friday, 7:30 a.m. to 4:00 p.m., and the schedule may change based on agency needs. Ad hoc telework may be authorized; the position is not virtual.

Requirements

• One year of specialized experience equivalent to at least GS-5, such as providing administrative support; collecting, compiling, and tracking data and information; processing documents and reports; maintaining office files and records; performing automation duties using software applications; and providing information and customer service.
• Current Federal employees who held a GS grade within the past 52 weeks must have 52 weeks of service at GS-5 to meet the time-in-grade requirement for GS-6.
• Knowledge of high-level computer and word-processing language.
• Satisfactorily complete on-the-job training and related instructions from the immediate supervisor.
• U.S. citizenship is required.
• Complete all required application steps, including an online assessment.
• Males born after December 31, 1959, must meet Selective Service registration requirements.
• Selected applicants must complete the online onboarding process and provide acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.
• No educational substitution is available at this grade level.

Responsibilities

• Provide administrative support to the sections of the CEVE Service.
• Maintain intimate knowledge of programs under the supervisor’s jurisdiction, including the supervisor’s policies, views, special interests, and official social and community engagement obligations.
• Assist the Patient Advocate Office by receiving and managing office calls, visitors, and correspondence.
• Answer and triage calls received on the Patient Advocate centralized telephone line to the appropriate Patient Advocate.
• Ensure voicemails on the Patient Advocate centralized telephone line are responded to in a timely manner and cleared as appropriate.
• Greet CEVE visitors, ascertain their needs, respond to those needs as appropriate under policy, and route visitors to the appropriate person or service for follow-through.
• Answer incoming telephone calls, addressing them independently when able or transferring them appropriately.
• Assist the Congressional Liaison by transferring highly sensitive documents received from congressional offices, Veterans and their families, and the VISN office into electronic format.
• Serve as Unit Timekeeper and assume the responsibilities associated with that role.
• Perform additional duties as assigned.

Benefits

• Federal employees receive access to a comprehensive benefits package for themselves and their families; specific benefits depend on eligibility and position type.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed