Summary The Primary Purpose of the Position is: To use multiple office automation software with varied functions to produce a wide range of documents to support the administrative and clerical services to veterans, professional hospital staff, business associates, volunteers and vendors. Responsibilities Duties include but are not limited to: Uses varied-functions of multiple office automation software to produce a wide range of documents, formats, etc. Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or work stations. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Consolidates and finalizes Information from system and files for various reports, correspondence, memoranda, in accordance with established reporting procedures. Prepares a variety of employee and labor relations letters, memoranda, and/or correspondence. Gathers reports of contact, timecards, etc. from files and documents for the supervisor's use in responding to inquiries, recognizing which information ls or is not relevant to the issue at hand. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Edits and reformat electronic documents of lengthy reports prepared by supervisor. Gathers, collates and prepares statistical information for management briefing reports, etc. Types documents from either handwritten drafts or voice dictation and uses automated data processing software to produce a final word processing document, which includes graphs, tables, columns, spreadsheets, indices, etc. Performs other clerical and administrative work in support of the office/organization. Establishes, updates, and maintains office records of various types. Uses a variety of automated systems (e.g., records management, electronic forms, electronic libraries, time and attendance, etc.) and manual systems to perform various clerical duties. Arranges for conferences and training activities. Prepares agendas and itineraries. Establishes, files, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Updates and enters data into electronic files or systems. Prepares time and attendance records. Requisitions office supplies, printing support, and related materials and services. Prepares and follow-ups on request for property. Prepares requisition for keys for all incoming personnel and arranges for turn­ in of all keys of out-going personnel. Updates tracker or suspense files as required. Provides Ambulatory Care and Processing Section orientation to the new employees. Assists medical staff in locating and gathering records and documentation. Distributes incoming mail, including medical records to the appropriate staff members. Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits. Based upon knowledge of the Medical Administration Service and its programs and operations, refers telephone calls and visitors/patient to appropriate staff or office. Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the organization. Provides follow-up on requests for information. Determines and documents veterans' eligibility for hospitalization ambulatory care, nursing home care, dental care and treatment-related travel. Refers new patients to the Health Benefits Advisor for eligibility determination. Answers questions such as those dealing with the availability of medical appointments, procedures for obtaining an appointment, and requests for appointments or appointment changes for the medical facility. Explains criteria, provides information to and/or answers questions from veterans regarding such matters. Reviews veteran discharge papers/documentation to verify service dates and enrolls the individual into the database. Refers caller/visitor to other staff, service or facilities. Resolves informal complaints and responds to requests for non-technical information on such matters such as status of suspense dates, hours of operation, how to complete various medical forms, and locations of other medical departments/facilities. Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Office Automation Assistant/PD549-4028-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/23/2024. You may qualify based on your specialized experience and/or education as described below: Specialized Experience: One year of specialized experience equivalent to at least the GS-4 level in the Federal service, that equipped you with the knowledge, skills, and abilities needed to successfully perform the duties of this position and that is typically in and/or related to the position being filled. Specialized experience includes, but not limited to: Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits. Performs clerical and administrative work in support of the office/organization. Establishes, updates, and maintains office records of various types. Prepares time and attendance records. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports. Required to proof read documents for accuracy and correct formatting, spelling, punctuation and content. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. (TRANSCRIPTS REQUIRED) OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond an associates degree. (TRANSCRIPTS REQUIRED) Typing: This position requires a qualified typist. You must be able to type 40 words per minute. You will be rated on the following competencies for this position: Clerical Computer Skills Oral Communication 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 sedentary. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers and books. No special physical demands are required to perform the work. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application. 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.