Administrative Support Assistant

Full Job Description

The Long Beach VA Medical Center is searching for an Administrative Support Assistant to serve within the Nursing, Spinal Cord Injury (SCI) and Rehab service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/06/2026.

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-07 position you must have served 52 weeks at the GS-05. 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 described below: Specialized Experience: You must have 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.

Examples of specialized experience would typically include, but are not limited to: provide clerical and administrative support to facilitate efficient and effective functions to the organization; verify the accuracy of forms and documents; prepares outgoing and incoming correspondence, collecting information, and initiating communications; use various office applications and software such as word processing, spreadsheet, databases, presentation and email to produce a variety of documents; organize and maintain files and records, manuals, handbooks, and other materials related to the missions of the Service; excellent telephone, customer service and interpersonal skills; knowledge of data management to retrieve and analyze data.

You will be rated on the following Competencies for this position: Clerical Customer Service Financial Management 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: The work is primarily sedentary, although some slight physical effort may be required, such as walking, standing, bending, and carrying of light items like paper or books.

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/.

Major Duties:

Duties include but are not limited to: Facilitate the onboarding processes for all Nursing staff to include preparing boarding packages for the Professional Standards Boards at VA Long Beach Healthcare System (VALBHS).

Compile data for presentations and reports, organizing work by reading and routing incoming mail and correspondence, collecting information, and initiating communications.

Prepares documents with word processing and associated software, selecting the appropriate program for office needs including but not limited to: MS Excel, Access, PowerPoint, and Word.

Products final documents by formatting, and inputting data and statistics, editing reports, graphs and charts, retrieving data, and transmitting these documents into data to the responsible parties.

Responsible for the record filing document system, devising methods to streamline the filing system, purges outdated electronic documents in accordance with regulations, etc.

Maintain the fee basis time keeping system. Conducts, prepares and facilitates patients survey's upon discharge.

Receives, routes, ensures completion of complaint responses made to the health care group.

Responsible for implementing and carrying out the processes to provide Federal Identification Badges to employees as appropriate.

Responsible to coordinate agenda items such as presenations, reports, agenda, meeting minutes, sign in for the bi-weekly Admin meeting for the Health Care Group.

Performs duties as a Fund Control Point Clerk and will be a Government Purchase Cardholder.

Maintains employee time and attendance records and reports by accurately recording tour of duty from bi-weekly time schedule into employee timecards for the administration service station.

Scan all items on the assigned electronic inventory system (EIL).

Responsible for assisting in processing recruitment actions, which includes typing Position Description and Functional Statement, creating recruitment actions in Management Self Service/Web HR, coordinating approvals from PMC (Position Management Committee) Performs other related duties as assigned.

Work Schedule: Full time, Monday-Friday, 8:00-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/PD12691O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized