Administrative Support Assistant (OA)

Administrative Support Assistant (OA)

Department: Department of Veterans Affairs

Location(s): Fredericksburg, Virginia

Salary Range: $42552 - $55318 Per Year

Job Summary: The primary purpose of this position is to support the respective Chief Nurse, Nurse Managers, and Staff Nurses by performing a variety of clerical, administrative, and office support tasks. Also, this position's primary responsibility is to prepare time and leave records for FXHCC Nursing Services employees. The incumbent assists managers in performing analyses and/or evaluation of operating characteristics, performing various clerical and administrative support duties.

Major Duties:

• Duties to include but not limited to: Administrative Support Provides general administrative and clerical support such as respona1ng to telephone inquiries, providing requested information about the office and other criteria as applicable. Coordinates and maintains Nursing office calendars; schedules and/or coordinates and records training, appointments, meetings, conferences, and/or workshops, and/or associated travel arrangements/processes for the supervisor and staff members; gathers subject matter material, reserves meeting spaces, necessary equipment and/or supplies, and arranges for refreshments and lodging as warranted. Informs supervisors of conflicts, re-schedules appointments when the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary and makes calendar available to supervisor and others to minimize conflicts in scheduling. Independently notes and follows-up on commitments made at meetings and conferences by staff members. Is responsible tor tracking findings from inspections conducted by various agencies including the Joint Commission (JC), OIG, CARF etc. Incumbent maintains the service training program report and prepares a monthly overall assessment of the Talent Management System (TMS) training program. Assists the Nursing Service Chief and managers in personnel needs, scheduling appointments, establishing, and maintaining appropriate files and managing office functions. The incumbent processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes, reviews, and edits a variety of letters, reports, and correspondence for accuracy and completeness; prepares public presentation outlines, graphics, and minutes; and develops standard or form letters to reply to inquiries. Timekeeping, Leave, and Attendance Posts, examines, computes and balances hours on time and leave records and any of the other required bi-weekly, monthly, quarterly, and annual reports using the VATAS system. Computes and records man-hours worked from certified time schedules and is responsible for mathematical accuracy as well as applying criteria for recording of hours. This data is a component of the Nursing Service's productivity/efficiency indicators. Performs leave audits on personnel with low leave balances or for questionable patterns of employee leave usage. Monitors timecards of employees on extended leave and makes appropriate contacts to secure certifications, leave forms, or memoranda to support absences. Provides advice and guidance to employees and supervisors on applicable rules, regulations, and procedures for time and leave issues including pay entitlement to overtime, differential, holiday and special rates, premium pay, and allowances. Instruction may be individually or for a group of employees. Determines eligibility for pay and benefits based on the type of appointment, pay plan, and tour of duty involved. Processes new employees and collects timecards and places cards In correct Time and Leave(T&L) unit. Conducts orientation briefing of all new employees on timekeeping/payroll topics. Initiates employee clearance for staff leaving Federal service and instructs employees on the process for terminating employment at the facility. Work Orders/LEAF Request Serves as the primary point of contact for work orders as they are received via telephone, email or through the LEAF or Vista programs. Retrieves work orders from designated printer and informs supervisors and work-leaders of the requests via email, TEAMS or in person; proof reads data and other information, such as time, location and contact person for the requests; receives telephone calls both from attached and adjacent buildings to the Fredericksburg Health Care Center (FXHCC) pertaining to work orders, verifies work order information for correctness, and checks it against previously obtained information as necessary; communicates with customers, employees, and other individuals to disseminate or explain information data in tracking date and time of the work order; interacts with supervisors and work leaders to ensure all work orders are completed in a timely manner and follows up on orders and handles complaints about unfulfilled orders. Prepares work order reports for Chief Nurse, and Nursing Supervisors to capture trends, problems, and timeliness of completion. Work Schedule: 7:30 am - 4:00pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/06/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-05 position you must have served 52 weeks at the GS-04. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Informs supervisors of conflicts, re-schedules appointments when the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary and makes calendar available to supervisor and others to minimize conflicts in scheduling. Independently notes and follows-up on commitments made at meetings and conferences by staff Education: To qualify based on education for this grade level you must have 4 years above high school Preferred Experience: VHA Clinical Administrative experience; Familiar with Ambulatory care activations and new program set up and management support. Experience with Microsoft Office programs, strong written and verbal communication skills. Meeting management and facilitation experience. You will be rated on the following Competencies for this position: Accountability Attention to Detail Clerical Communications Computer Skills Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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: Physical demands are moderate and include activities that are performed in an office environment such as 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/.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 05/06/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12946012. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Application Deadline: 2026-05-06