Administrative Support Assistant

Job Title

Administrative Support Assistant

Duties

Administrative and Clerical Support

• Frequent personal, written, and telephonic communication with Veterans, families, staff, and external agencies.
• Screening calls and visitors, referring only issues requiring management attention.
• Handling requests for information and routing inquiries to appropriate staff.
• Collecting, compiling, and tracking statistical and program data; maintaining tracking systems for required reports.
• Taking minutes at meetings; transcribing and preparing correspondence, often involving confidential information and specialized technology.
• Ensuring accuracy in spelling, grammar, formatting, and construction of all written materials.
• Maintain and transcribe minutes for meetings, how to process Chiefs travel, oversee Chief daily calendar and appointments in between services, VMS

Policy and Procedure Support

• Maintains and updates relevant manuals, circulars, interim issues, and directives.
• Assists in development, implementation, revision, and evaluation of HIMS policies and procedures.
• Helps develop electronic reporting and monitoring tools to support performance activities.
• Prepares monthly, quarterly, and annual reports in accordance with established schedules.
• Assists the HIMS Chief with performance reviews, memoranda, and related administrative actions.

Program Support Activities

• Compiles data and prepares responses for inquiries directed to the Program Manager.
• Serves as primary timekeeper for HIMS and provides backup transcription support.
• Manages control point funds; prepares and processes 2237 requests.
• Provides customer service and problem resolution to Veterans and visitors within HIMS.
• Maintains and protects sensitive information consistent with Federal and VA requirements.
• Tracks action items including mandatory training compliance.
• Supports annual equipment inventories and ensures compliance with safety and fire prevention procedures; reports hazards.
• Coordinates supply ordering and maintains adequate stock levels.
• Schedules and coordinates PIV appointments for HIMS staff.
• Provides support for medical records filing, copying, charge-out activities, and tracking of electronic and off-site records.
• Performs other duties as assigned.

Work Schedule: Monday - Friday; 8:00am - 4:45pm

Telework: Ad-hoc. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD013440

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized