Job Details

Job Title

Staff Assistant

Major Duties and Responsibilities

Receives and processes all correspondence and documents transmitted through the Medical Center Director's Office and the Executive Office for review, approval, and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc.

Tracks Medical Center memoranda timeliness and reviews incoming memoranda prior to Quad review to ensure proper format and inclusion of necessary information.

Determines the appropriate staff activity for action, forwards correspondence; uses tracking system, follows up to assure action is taken; enforces rigid timelines; and assures receipt of pertinent information.

Prepares special reports, data, or correspondence using a personal computer with a wide variety of software.

Serves as liaison between the management staff and MCD by providing accurate, timely information and guidance on procedures, reports, requirements, and other matters necessary to implement policies, directives, and instruction for the VAMC.

This position serves in an analytical capacity, supporting the full range of functions within the administrative realm of the service lines that report to the Medical Center Director.

The incumbent exercises control over supervisor's appointments with complete authority for commitments of time, establishing priorities at own discretion, setting up, rearranging, and when necessary, coordinating meetings with staff offices.

Makes arrangements for travel, meetings, and community activities. Arranges schedules of visits and transportation, prepares orders, arranges hotel reservations, equipment requirements, speaking topics, notifies organizations and officials to be visited, and submits travel paperwork, as required.

The incumbent is recognized as a subject matter expert on administrative, management and HR policies, programs, and procedures. Incumbent reviews draft regulations, standards, and other guides and makes recommendations to the Director.

Maintains timecards, initiates personnel actions and overtime actions, and ensures appropriate personnel actions are done on a timely basis for the supervisor's subordinate staff.

The incumbent is responsible for ensuring that service level and medical center policies and procedures are responsive, timely and consistent with agency polices, VA/HR guidance or established appropriate precedents.

The incumbent secures, assembles, and summarizes information from files, documents, and memoranda, organizes the information develops reports and highlights the most important points when briefing the MCD.

Serves as the PIV sponsor for the office of the Director and as a backup for the service lines that fall under this office, enters access requests for VA computer systems ensuring all requirements are met prior to issuance, requests logistical support on behalf of the office of the Director and for the service lines that report to that office.

Gathers complaints and associated documentation regarding labor relations issues and supplies the Director with all necessary information in a brief and concise format so that complete situational awareness is maintained by the Director.

Records, transcribes, and edits the minutes of various meetings following the medical center standard format, preparing the minutes for distribution, singling out the action items, establishing deadlines and following up as required.

Supports MCD and the service lines that report to the office of the Director in preparation for VISN Council/committee/work group meetings, establishes the agenda ensures the accuracy of data and prepares minutes when supervisor chairs a VISN council/committee/workgroup and when otherwise assigned.

Performs other duties as assigned.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: FT, Monday-Friday, 7:30am to 4pm

Telework: This position may be authorized for AD-Hoc telework as per VA policy and at Supervisor discretion.

Virtual: This is not a virtual position.

Position Description/PD#: Staff Assistant/ PD220070 and PD220010

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.