U.S. Department of Veterans Affairs · 17 hours ago
Administrative Support Assistant (Prosthetic and Sensory Aids Service)
El Paso, TX
Full-time
Onsite
Entry Level
$41K/yr - $53K/yr
1+ years expU.S. Department of Veterans Affairs is seeking an Administrative Support Assistant for the Prosthetic and Sensory Aids Service. The role involves providing primary administrative support, performing budgetary and clerical duties to assist the staff and ensure effective communication with veterans.
GovernmentMedicalNational SecurityPublic Safety
Responsibilities
Responds to inquiries from veterans and staff relating to the Auto Adaptive Equipment - Clothing Allowance - Home Improvement Structural Alterations and Special Adaptive Housing programs and Appeals Process
Ensures that responses to customer inquiries and questions are in accordance with appropriate policy and regulation
Serves as the primary point of contact for the Program
Answers incoming calls referring visitors to appropriate person or providing information about the office - its functions - and standard operating procedures - etc
Screens calls and personally answers calls when the requested information concerns routine and procedural requirements
Screens the management and staff member calls and determines if the call requires their attention
Receives - schedules - refers - and contacts members of the staff - agency - and persons outside the agency ranging from other government agencies to the general public
Acts as Service Level Advocate addressing any concerns or questions from veterans to ensure clarity and customer satisfaction
Ensures that all inquiries are initially addressed - and followed up on in the appropriate amount of time
Provides general clerical public contact support services such as Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g. - status of reports - suspense dates - procedural requirements
Provides administrative support for the Amputee Clinic Team and the Major Medical Equipment Team - maintaining the clinic schedules - notifying all patients - arranging for travel when necessary - and providing the clerical support for the clinic visit
Ensures the pre-requisite information is recorded in the patient's record prior to the scheduled visit
Receive all grant applications and supporting documents - review for completeness and return incomplete applications to Veterans with letter
Assist veterans with questions - concerns and processes of the program
Assist Prosthetic Representatives with researching payment status by using VARO Vets Net computer program - researching CPRS data to gather necessary processing information and assist to resolve problems
Assist veterans with questions - concerns and processes of the program
Schedule appointments for clothing allowance evaluations
Processes incoming and outgoing materials such as correspondence - reports - memoranda - and other forms of written communication
Prepares - executes - and/or tracks program specific information - such as congressional inquiries and contracts within the organization unit
Schedules appointments - coordinates meetings - and/or schedules conferences
Performs general calendar maintenance clerical such as maintaining calendars and recording appointments - arranging for meeting and small conferences - as well as various other administrative details
Gathers data and prepares slides for management presentations
Qualification
Required
One year of specialized experience (equivalent to the GS-04 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position
Knowledge of budgetary regulations, processes, and guidelines sufficient to order supplies, track supply usage, and processing purchase orders
Knowledge of various data repositories and collection sites to obtain and verify information and prepare reports and data
Skills in office management sufficient to coordinate the work of the office internally and with offices in an efficient and timely manner
Ability to identify factual and relevant information to resolve problems and complete tasks
Ability to multi-task, identify priorities, and complete tasks timely
Knowledge of Microsoft Office programs such as Outlook, Excel, Word, and PowerPoint to complete assignments and tasks such as preparing and editing correspondences and letters, scheduling and arranging meetings, graph and chart creation, collecting and tracking statistical information and budgetary data
4 years above high school (Transcript required)
Applicants may also combine education and experience to qualify at the GS-05 level
Preferred
Use personal computer and printing equipment to create, copy, edit, and print a variety of standardized documents
Answering inquiries for information, which may require research or basic technical knowledge, such as status of reports, duty stations of employees, suspense dates, interpretation or content of administrative reports, etc
Performs routine administration and clerical duties such as researching and assembling data, preparing correspondence, reports and records, filing, etc
Customer Service - Answering phones, multi-tasking, email correspondence
Company
U.S. Department of Veterans Affairs
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Helga Rippen
Chief Interoperability and Veteran Access Officer
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