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Administrative Support Assistant

2 months ago

White City, United States Veterans Health Administration Full time

Duties include but not limited to:

Reading flor plans and retrieving plans on computer for a variety of resource services in order to support these aforementioned programs and specifically related to emergency dills, safety controls locations, and environmental material management locations for the spill Prevention Comprehensive Plan. Ability to act independently.
Answering inquiries for information, which may require research or basic technical knowledge, such as status of reports, duty stations of employees, suspense dates, interpretation or content of administrative reports, etc.
Maintaining a system of records for safety deficiencies, GAP analysis, PT Tracker, and other data mining locations assigned which includes Microsoft databases and complex excel spreadsheets for terms within these specific areas.
Preparing and typing information from several sources for reports that have to do with inspections, evaluations ad testing in thee program area such as Safety Deficiencies for all services at the facility based upon routine inspection.
Inputting inspection results into the established database and monitors inspection action plans for compliance with national monitors and timelines. Reports deficiencies to services and notifies Chief, FMS if additional action(s) are required with other services for action.
Reviews the existing database continuously looking for improvements in reports, charts and overall processes and provides suggestions to the Chief for implementation.
Answers inquiries for information, which may require research or basictechnical knowledge, such as status of reports, duty stations of employees, suspense dates, interpretation or content of administrative reports, etc.
Maintain a system of records as assigned which includes Microsoft databases and complex excel spreadsheets. Verifies that all inspection results are completed and documented appropriately. Notifies services of actions required that are not completed yet and then refers continuous uncompleted action items to the Chief, FMS, for further action.
Ability to read floor plans and retrieve plans on computer for a variety of resource services. Ability to act independently to determine maintenance need and independently notifies shop supervisor or personnel.
Monitors and tracks work order progress and key performance indicator elements as assigned by the VISN for work order customer service.
Performs routine administration and clerical duties such as researching and assembling data, preparing correspondence, reports and records, filing, etc.
Receives incoming correspondence, reports, instructions, etc. and screens those items which he/she can handle, forwarding remaining to appropriate personnel, together with any necessary background material. Reviews all outgoing reports and correspondence for compliance with current regulations, grammatical and numerical accuracy.
Sets up and maintains files which include office copies of correspondence, reports, etc. Maintains VA and station manuals.
Performs as the alternate timekeeper and alterative credit card holder for up to three credit cards for FMS.
Coordinates medical surveillance program activities with FMS employees, working closely with Occupational Health/Infection Control Nurse to ascertain (1) mandated screening tests, (2) numbers and categories of employees to be tested, and (3) proper sequence and documentation requirements. Ensures all applicable forms are compiled, and properly completed, schedules appointments, and assures all follow-up activities are completed as stated in the regulations.
Responsible for the coordination of the facility's Government Motor Vehicle Operator's Identification Card Program.

Work Schedule:
Monday- Friday, 8:00am - 4:30pm


Virtual:
This is not a virtual position.


Position Description Title/PD#:
Administrative Support Assistant (OA)/PD901000


Relocation/Recruitment Incentives:
Not Authorized




Physical Requirements
: Normally work is sedentary in nature. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, such as papers, books, or small parts, step ladders or on occasion may operate a motorized cart. On infrequent occasions work may require specific, but common, physical characteristics and abilities, such as above average agility and dexterity.