Administrative Support Assistant
What you'd do
This position is located in the Health Information Management (HIMS) section of the El Paso VA Health Care System. The incumbent provides a wide variety of administrative, clerical, and technical support activities essential to the efficient operation of the HIMS program.
Major duties
Administrative and Clerical Support Frequent personal, written, and telephonic communication with Veterans, families, staff, and external agencies. Screening calls and visitors, referring only issues requiring management attention. Handling requests for information and routing inquiries to appropriate staff. Collecting, compiling, and tracking statistical and program data; maintaining tracking systems for required reports. Taking minutes at meetings; transcribing and preparing correspondence, often involving confidential information and specialized technology. Ensuring accuracy in spelling, grammar, formatting, and construction of all written materials. Maintain and Transcribe minutes for meetings, how to process Chiefs travel, oversee Chief daily calendar and appointments in between services, VMS Policy and Procedure Support Maintains and updates relevant manuals, circulars, interim issues, and directives. Assists in development, implementation, revision, and evaluation of HIMS policies and procedures. Helps develop electronic reporting and monitoring tools to support performance activities. Prepares monthly, quarterly, and annual reports in accordance with established schedules. Assists the HIMS Chief with performance reviews, memoranda, and related administrative actions. Program Support Activities Compiles data and prepares responses for inquiries directed to the Program Manager. Serves as primary timekeeper for HIMS and provides backup transcription support. Manages control point funds; prepares and processes 2237 requests. Provides customer service and problem resolution to Veterans and visitors within HIMS. Maintains and protects sensitive information consistent with Federal and VA requirements. Tracks action items including mandatory training compliance. Supports annual equipment inventories and ensures compliance with safety and fire prevention procedures; reports hazards. Coordinates supply ordering and maintains adequate stock levels. Schedules and coordinates PIV appointments for HIMS staff. Provides support for medical records filing, copying, charge-out activities, and tracking of electronic and off-site records. Performs other duties as assigned. Work Schedule: Monday - Friday; 8:00am - 4:45pm Telework: Ad-hoc. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD013440 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/09/2026. 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: knowledge of extensive rules, policies, and procedures needed to perform diverse administrative tasks and resolve a wide range of issues, skill in use of Microsoft Word, Excel, PowerPoint, Access, and other office software, Knowledge of proper grammar, spelling, punctuation, and formatting, and ability to prepare accurate and responsive correspondence. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have (4) full years of education above high school. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have any combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year). One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPTS REQUIRED). 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/.
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