Administrative Support Assistant (OA)

Full Job Description

The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Central Virginia VA Healthcare System (CVHCS) in the Environmental Management Service (EMS) in Richmond, Virginia.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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-5 position you must have served 52 weeks at the GS-4. 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 s described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-4) in the normal line of progression for the occupation in the organization OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have 4 years above high school.

You will be rated on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning 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.

NOTE: In addition to meeting experience requirement, applicants for this position must meet the Typing Proficiency of 40 words per minute typing speed.

MUST provide a Typing certificate or self-certification of typing ability.

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:

The primary purpose of this position is to support the Chief, EMS, Deputy Chief and Assistant Chief, EMS, Housekeeping Aid Supervisors, team members and staff by performing a variety of clerical, administrative, timekeeping and office support tasks.

The incumbent assists managers in performing analyses and/or evaluation of operating characteristics, performing various clerical and administrative duties.

Duties and Responsibilities included but are not limited to: Provides timekeeping, work orders and LEAF support to EMS.

Incumbent serves as the official point of contact for timekeeping queries for the Service.

Responsible for creating, processing, and maintaining attendance and leave records for all Time and Leave (T&L) units.

Performs payroll matters with expertise and independently provides technical advice and assistance on pay and leave matters.

Responds to questions from employees concerning the application of pay, leave, and benefit policies and procedures.

Provides orientation to the Veterans Affairs Time and Attendance System (VATAS) to all new alternate timekeepers, and new EMS supervisors to ensure continued competency in the use of VATAS.

Accurately maintains all VATAS time and leave records for each EMS employee. Maintains files of complete time schedule for each T&L unit.

Reviews all directives and instructional material pertaining to timekeeping practices and procedures.

Maintains confidentiality of all employees' personal information from VATAS practices and procedures. Compiles employee time, and payroll data from time sheets and other records.

Reviews timesheets, work charts, wage computation, and other information in order to detect and correct calculation discrepancies.

Verifies attendances worked, pay adjustments, and post information onto designated records.

Provides general administrative and clerical support such as responding to telephone inquiries, providing requested information about the office and other criteria as applicable.

Coordinates and maintains EMS office calendar; 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 space, necessary equipment and/or supplies, and arranges for refreshments and lodging as warranted.

Informs supervisor of conflicts, reschedules appointments when it is clear that 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.

Takes minutes of staff meetings typical assignment of various minutes to include Environment of Care (EOC) and associated sub-committees, staff meetings, etc.

as assigned, and compiles them into final form. 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.

Typing is essential to generate and complete specific working documents, forms, spreadsheets, general databases, and other related computer products applications and software.

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.

Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office.

Personally, answers non-technical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of organization.

When unable to locate information or cannot answer question, refers caller/visitor to a staff member. Provides follow-up on requests for information. Performs other related duties as assigned.

**** Must be a qualified typist ****** Work Schedule: Monday-Friday, 2:30pm-11pm, Tour Subject to Change Telework: This position may be authorized for telework Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant (OA)/PD014390 Relocation/Recruitment Incentives: Not Authorized