Administrative Assistant

The New Mexico VA Healthcare Network is recruiting for an Administrative Assistant in the Medical Care Unit. The Administrative Assistant oversees all personnel actions; control and requisition of supplies, work orders, timecards and pay related matters and project flow. The incumbent is the subject matter expert (SME) with the maintenance and long-term enhancement of automated staff scheduling systems. The incumbent serves as firt line support to management and the unit's nursing staff.

Qualifications:

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

GS-05 grade level: One year of specialized experience (equivalent to the GS-04 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: utilizing automated software to enter and maintain data; organizing and maintaining files and records; screening phone calls to determine the nature and referring to appropriate staff; and providing administrative support to daily operations.

OR

Have successfully completed four years of education above high school level

OR

Have a combination of experience and education as described above that equates to one year of experience. My percentage of the required education plus my percentage of the required experience equal one hundred percent.


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.

Responsibilities:

Duties include but not limited to:

• Perform clerical duties related to final discharge of patient i.e. eligibility, travel, appointments, prescriptions, prosthetics, referrals and or follow up appointments.
• File patient medical record results i.e. laboratory tests, x-rays, consultation and or medical reports as required.
• Initiate work order request for equipment to the engineering department for minor repairs.
• Coordinate/facilitate i.e. ongoing implementation, evaluation and effective use of the automated scheduling system as needed.
• Assist Management or Business Manager with compiling and/or retrieving pertinent reports and worksheets from the automated scheduling system.
• Create/maintain database for effective and efficient tracking and/or scheduling system for staff as required.
• Coordinate administrative aspects i.e. patient care unit, staffing scheduling and allocation of resources as required.
• Serve as the first line of communication for veterans and visitors by providing information and assistance as required.
• Compile data reports i.e. Daily Census, DSS mapping and leave usage as needed.
• Maintain patient confidentiality in accordance with the Privacy Act.
• Maintain clean, safe and orderly work area in accordance with clinical guidelines.
• Organize/prioritize problem solving techniques in daily work activities as needed.

Work Schedule: Varies by unit. May be discussed during the interview process.
Position Description Title/PD#: Administrative Assistant/PD11794A
Physical Requirements: The work is sedentary and is usually accomplished while the incumbent is comfortably seated at a desk or table. Some walking and standing may occur in the course of a non-workday in connection with attendance at meetings and conferences, or while researching files. Items carried typically are light objects such as, supplies, briefcases, notebooks, and data processing reports. During emergency situations, the employee, may undertake tasks requiring higher levels of physical exertion when retrieving critically needed medical supplies.