Administrative Support Assistant

Full Job Description

Employee will be assigned to Research and Development Service, VA Health Care System, Birmingham, AL.

The primary purpose of the Administrative Support Assistant (ASA) is to provide Automated Data Processing Application Coordination (ADPAC), technical assistance, records management and training compliance, office automation analysis, and administrative, fiscal, and clerical support to the research program office.

SPECIALIZED EXPERIENCE: Applicants must possess at least one (1) year of specialized experience that equipped them with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position.

To be creditable, this experience must have been equivalent to at least the GS-6 level in the Federal service.

Specialized experience includes: assisting with daily activities of a program/project; collecting and analyzing data; maintaining and utilizing databases and tracking systems; maintaining records; performing timekeeping; and preparing a range of correspondence and reports.

Physical Requirements: No special physical demands are required to perform the work. The work is mostly sedentary.

However, there may be some walking, standing, bending, and carrying of light items such as papers, books, and files.

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/.

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. Major Duties:

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include, but may not be limited to the following: Serves as the expert on all administrative matters as well as the point of contact for the Research and Development Service.

Provides project management support to research leadership in preparing reports and presentations pertaining to on-going research studies and all facets of the Research and Development (R&D) program.

Analyzes data from various research files and databases to assist research leadership in preparing action plans following any audit or inspection findings.

Reviews standard operating procedures and narrative reports to identify and correct apparent discrepancies with directive and regulatory changes.

Works with Human Resources (HR) to complete all necessary forms and documentation. Completes reports and utilizes complex timekeeping systems, Access databases, Excel spreadsheets and other programs.

Evaluates documents and correspondence for completeness, including grammar and spelling, ensuring administrative regulatory requirements are followed; and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them.

Performs a range of personnel actions to include onboarding research staff, utilizing HR tracking systems and dashboards, etc. Handles all internal and external calls for the research program.

Maintains an accurate inventory of records created and stored for regulatory compliance; and ensures that records conform with all applicable laws, regulations, policies, procedures, ethical standards, and accreditation requirements.

Performs a range of automated data processing related tasks (i.e., assign users to classes, assign menu options, assign email groups, etc.). Functions as the primary timekeeper for Research Service.

Updates employee files and maintains a variety of records such as organizational charts, addresses, telephone numbers, vacation schedules, numerical logs, ledgers, and other personnel files.

Maintains an office calendar and assists with scheduling meetings and events. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm.

Recruitment & Relocation Incentives: Not authorized