Administrative Support Assistant OA

Full Job Description

The Administrative Support Assistant (OA) works closely with the Associate Director of Patient Care Services/Nurse Executive, the Deputy Associate Director for Patient Care Services/Deputy Nurse Executive, Administrative Officer or Health System Specialist, Associate Chief Nurses, and Nurse Managers and is responsible for the administrative aspects of Nursing Service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

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: operating a Personal Computer using software such as various Microsoft Office software, to include PowerPoint, Outlook, and Excel, with a proficiency in grammar, spelling, punctuation, composition, with the English language; designing, organizing and maintaining a filing system; AND compiling information for various reports, briefings, conferences to compose non-technical correspondence and directives.

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.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 4 years above high school.

You will be rated on the following Competencies for this position: Clerical Administration and Management Manages Resources Interpersonal Skills Computer Skills Typing Skill-40 words per minute (WPM) required Physical Demands The work is mostly sedentary, typically, the employee may sit comfortably to do the work.

However, there may be some walking, standing, bending, and carrying of light items like papers or books, or on occasion using a cart to push large amounts of mailed/shipped packages from the Warehouse to the Nursing Service office area.

Work Environment The work environment is pleasant. The work area is adequately lighted, heated, and ventilated, with work performed in offices, training rooms, and meeting rooms within Nursing Service.

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: Draft memos, reports and other documents for Nursing Service.

Maintain files, respond to routine correspondence, and reports, to include preparing documents required for FMLA, VLTP, Extended Leave, SF 183, and LWOP packets.

Take minutes of meetings, arrange for travel and assist staff with the submission of travel requests and approvals.

Verifies that position description and functional statements are appropriate with respect to title and grade and verifies codes and symbols are correct.

Maintains record of organizational and workflow charts, function statement and staff levels. Ensures functional statements are accurate and updated.

Assures timeliness and accuracy of Request for Personnel Actions (SF-52s) for recruitments, promotions, transfers, resignations, terminations, and name changes in WebHR for all nursing staff, clinical and administrative.

Acts as the alternate records liaison for Nursing Service.

Maintain patient confidentiality, without exception whether oral, written or electronic in nature in accordance with HIPPA standards and regulations.

Serves as back-up for the Secretary to the Associate Director for Patient Care Services/Nurse Executive during his/her absence and appropriate backup to other program support assistants to complement coverage in the Office of the Director when required.

Prepares and tracks annual proficiencies, process them to HR and NPSB weekly and updates nurse licensures in Vista.

Maintains up-to-date working knowledge of personal computer application software and uses application software such as Microsoft Access, Excel, Microsoft Word, Microsoft Power Point, etc., to produce tabular and graphic· reports.

Coordinates meetings by scheduling meeting invitations using Outlook Calendar scheduling for committee members.

Acts as recorder for various meetings and provides draft of minutes/agendas for edit/concurrence. Electronically submits minutes for committee approval.

Transcribes and accurately documents committee meeting minutes within established Service timeframe.

Prioritizes and adjusts to short-term deadlines associated with assigned committees (i.e., changes to date and time of meetings, committee membership, and/or agenda changes).

Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: ADHOC, as determined by Agency. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant OA/PD03552A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized