Administrative Support Assistant (Office Automation)

Full Job Description

As the Administrative Support Assistant (Office Automation) assigned to Physical Medicine and Rehabilitation Service (PM&RS) at the Miami VA Medical Center, Miami, Florida, you serve as the principal office assistant to the Service Chief and service Administrative Officer responsible for performing a wide spectrum of secretarial and administrative duties to assist the PMR sections at the medical center and three community based outpatient clinics (Broward, Homestead, and Key West).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/17/2026.

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-06 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 as 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: Performing secretarial or administrative duties such as preparing written reports, memoranda, and correspondence in a final format for distribution; compiles information and data for reports; update guidelines and policies in compliance with procedures, formats and practices; scheduling appointments, coordinating meetings and scheduling conference/meeting rooms; using Microsoft Office software such as spreadsheets, and/or database information obtained from automated and/or computerized processing systems.

You will be rated on the following Competencies for this position: 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 with some sitting, walking, standing, bending and carrying of light items such as books, manuals, records, papers and charts.

Work is performed in an office setting with frequent visits to the PMR areas and other services throughout the Medical Center complex and/or other divisions.

The work involves everyday risks or discomforts which require normal safety precautions.

There is a certain mobility (walking) factor associated with position in physically visiting, for observation or problem solving, on site locations of the users.

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/.

Major Duties:

Major duties include, but are not limited: Serving as personal assistant to the Chief and/or Administrative Officer of Physical Medicine & Rehabilitation Service (PM&RS).

Administers and delegates clerical assignments to the clerical support staff.

Coordinating and monitoring all information involved in the credentialing, privileging, licensing and tracking of continuing education for the doctorial staff (licensed staff, post doctorial, residents, interns and practicum).

Coordinating and monitoring all information involved in tracking performance improvement monitors for PMRS. Administers fund control points and credit card orders.

Assists service Administrative Officer with duties regarding the updating, maintaining and organizing all service policies and guidelines within the PMRS section.

Responsible for updating RMR Service guidelines and policies, in compliance with procedures, formats and practices, under the supervision of PMR Leadership.

Responsible for direct interaction with all customers of the PMR Sections including patients, patient family members, caregivers and all staff at the Miami VA Healthcare System.

Responsible for performing a wide spectrum of secretarial and administrative duties to assist the PMR Sections.

Assists others within the Service that serves as Telephone Liaison, Consultation Liaison, different computer software and Coordinator for the Talent Management System (TMS).

Receives visitors and telephone calls to the Chief's Office/PM&R Administrative Officer independently determining the method of channeling such communications to the proper destinations, completing some business personally.

Assists patients/staff who come to office wanting copies of handouts, etc. or to fax something.

Compiles information and data for presentation of reports requiring the signature of the Chief, in order to relieve the Chief of non-medical workload, provides guidelines to staff physicians, as authorized by the Chief, enabling them to carry out instructions in accordance with Government regulations.

Anticipates requests for information and prepares such information so that it may be available to the Chief, PM&R with the least delay.

Independently operates within and maintains the budget allotted to pay the PM&R monthly bill(s) to vendor(s), i.e., Medtel for statistical date provided on discharged patients.

Uses the IFCAP system in VISTA for purchasing and accounting procedures; assists the PMR Leadership in determining the budget needs for each fiscal year and inventory control of CMR equipment in accordance with Logistics regulations.

Utilizes VISTA equipment and turn-in menu to enter transactions as requested by Chief or Coordinator. Other duties, as assigned.

Work Schedule: Monday-Friday, 7:30am - 4:00pm Virtual: This is NOT a virtual position.

Position Description/PD#: Administrative Support Assistant (Office Automation)/PD084400 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized