U.S. Department of Veterans Affairs · 1 day ago
Admin Support Assistant
Madison, WI
Full-time
Onsite
Entry Level
$45K/yr - $59K/yr
1+ years expThe U.S. Department of Veterans Affairs is seeking an Admin Support Assistant to provide essential administrative and clerical support within the Environmental Management Service at the William S. Middleton VA Medical Center. The role includes scheduling appointments, coordinating meetings, and offering computer applications support to enhance office operations and assist staff in their daily functions.
GovernmentMedicalNational SecurityPublic Safety
Responsibilities
Schedules appointments - coordinates meetings - and/or schedules conferences
Provides general clerical services relative to calendar maintenance such as updating calendars and recording appointments and arranging for meetings
Schedules others time based on knowledge of preferences and current commitments
Maintains the appointment calendars - reminds supervisor/staff members of appointments - makes administrative arrangements as required
Supports staff in day-to-day operations - which may include assisting with travel requests for staff and supporting volunteers assisting the program
Identifies problem areas requiring attention of management
Assists with outreach planning
As the primary point of contact throughout the medical center and Community Outreach Clinics - the incumbent fields questions and inquiries - answers general questions and refers other questions as appropriate to management
Receives visitors and telephone calls in a professional and confidential manner
Monitors and controls business papers - correspondence and records including the coordination of action papers with office staff
Responsible for the execution of Human Resources administrative assistant responsibilities pertaining to recruitment - selection - promotion - and awards
Helps with recruitment by coordinating selection panels - making appointments - preparing materials for interviews - organizing - and retaining interview questions and rating grids and by maintaining files
Assists management by collecting data - tracking required measures of performance - and running various office reports
Modifies and maintains automated systems for tracking program effectiveness
Manages and maintains databases for recording employee information - such as OHRS
Serves as the primary Automated Data Package Application Coordinator (ADPAC) for providing administrative - technical - analytical - and Automated Data Processing (ADP) support
The incumbent maintains a log of computer locations - enters work orders - completes requests for computer access - menu changes - trouble shoots technical problems
Attends Facility ADPAC meetings
Provides information to staff regarding changes/improvements for computer programs utilized by the staff
Provides technical assistance for staff regarding computer/printer problems and refers issues that cannot be resolved to OI&T for resolution
Serves as point of contact for computers - printers - and telephones to include submission and tracking of OI&T Requests
Assists in the training for staff regarding use of computer applications to include Vista - CPRS - Outlook - Word - Access - Power Point and Excel
This requires a thorough knowledge of a wide range of computer programs and VHA business rules to provide support for staff
Supports Public Key Infrastructure (PKI) and Rights Management access for all staff to ensure we follow security requirements
This involves completing PKI requests - initial set-up and updates as required and on-going education for staff as needed
Processes and prepares incoming and outgoing materials such as correspondence - reports - memoranda - suspense's - and other forms of written communication
Composes - drafts - and edits correspondence
Reviews documents for accuracy - spelling - and format assuring final submissions are error free - meet timelines - and appear professional
May review the work of others - making corrections and mentoring other clerical staff
Manages calendars - schedules appointments - coordinates meetings - and/or schedules conferences for multiple individuals
Attends assigned meetings - prepares meeting minutes - and follows up on action items with appropriate staff members
Collaborates with medical center services and programs
Provides clerical support for research as assigned
Serves as the subject matter expert and is responsible for the maintenance of roster management
The incumbent will function as a timekeeper
Performs other related duties as assigned
Qualification
Required
One year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization
Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers
Maintenance of confidentiality of patient/employee information, electronic and print
Knowledge of the medical center performance improvement program
Ability to work and function in the medical center in a safe manner, including infection control and the correct operation of equipment
Knowledge of pertinent directives, policies and precedents which affect the program goals and objectives, work processes and administrative operations of the medical center
Knowledge of hospital policies and procedures to facilitate interaction between different services
Knowledge of medical terminology and technical data
Working knowledge of personal computers and use of software: Windows, Microsoft Word, Access, Excel, Power Point, and the VISTA Computer System, CPRS
Knowledge of Internet/Intranet and Outlook computer applications for daily communication, on and off station
Knowledge of security processes to include Public Key Infrastructure (PKI) and Rights Management
Knowledge of medical center programs as they relate to Environmental Management Service and the services provided
Knowledge of the goals, priorities, and policies to assemble information to be used for reports and responses in inquiries, to compose correspondence related to Environmental Management Services
Ability to prioritize multiple important assignments and communicate effectively with Supervisor and others in addressing needs of the medical center
Ability to plan, organize and coordinate work
Ability to analyze and solve problems in a positive, goal-oriented manner and to make clear, well-defined recommendations
Ability to communicate verbally and in writing with a variety of people from diverse backgrounds and varying levels of understanding
Company
U.S. Department of Veterans Affairs
Welcome to the United States Department of Veterans Affairs (VA) Official LinkedIn page.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Charles Worthington
Chief Technology Officer
Helga Rippen
Chief Interoperability and Veteran Access Officer
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