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Administrative Support Assistant

Company: Veterans Health Administration
Location: Loma Linda
Posted on: November 18, 2021

Job Description:


The Administrative Support Assistant (ASA) in the Facility Management Service will serve as the Lead in the Administration Section. The ASA is responsible for providing contracting officer representative, administrative, analytical, acquisition and budget services support, which includes: planning, monitoring, analyzing and evaluation of current and past performance of expenditures, equipment, work orders and staffing to include funding adjustments to facilitate changing requirements.
Learn more about this agency


  • Accepting applications
    • Open & closing dates

      10/21/2021 to 11/04/2021
    • Salary

      $44,891 - $58,357 per year
    • Pay scale & grade

      GS 6
    • Help

      1 vacancy in the following location:
      • Loma Linda, CA
      • Telework eligible

        Yes-as determined by the agency policy.
      • Travel Required

        Not required
      • Relocation expenses reimbursed

      • Appointment type

      • Work schedule

      • Service

      • Promotion potential

      • Job family (Series)

        0303 Miscellaneous Clerk And Assistant
      • Supervisory status

      • Security clearance

      • Drug test

      • Position sensitivity and risk

        Non-sensitive (NS)/Low Risk
      • Trust determination process

      • Announcement number

      • Control number

        This job is open to
        • Internal to an agency

          Current federal employees of this agency. Clarification from the agency

          This announcement is open to current, permanent Loma Linda VA Healthcare System employees ONLY.



          Major duties include, but are not limited to the Following:
          • Serves as the FMS COR for the Administrative Section. Responsible for contracts submitted on behalf of the Chief and Asst Chief FMS, Administrative Section and Transportation office.
          • Assists the Administrative Officer (AO) in reviewing contract packages for accuracy, adequacy and completeness. The incumbent tracks all modification packages through award and resolves any issues identified by the contracting office. Manages FMS UDOs/ASPs monthly tracking.
          • Obtains current and or prior year funds as appropriate and submits the contract modification packages into procurement system. Approving official for all FMS contracts that he/she is not a COR for.
          • Assists the AO in the administrative, analysis and support to FMS. Incumbent develops and conducts analysis/evaluation of FMS data for use in comprehensive presentations/recommendation to Chief, FMS, Asst Chief FMS and AO.
          • Develops and analyzes local and regional FMS informational reports to obtain agreement, standardize service equipment, supply and/or service requirements in support of FMS acquisition plans.
          • Develops narrative and statistical material and complies related background information in support of requested program budgets briefings/information requests.
          • Prepares formal, consolidated budget forecast and reports on budget execution as required by VA, VISN and facility director.
          • Continually monitors 40 fund control points expenditures in relation to approved budget levels. Identifies differences between current spending and projected estimates.
          • Serves as one of two individuals responsible for work orders control.
          • Concurrently works with the FMS program analyst to design studies, training programs and organizational strategies.
          • Assists FMS Chief, AO and Section Chiefs with developing realistic quality improvement plans.
          • Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner and provides the customer with consistent information according to established policies and procedures. Work Schedule: Monday thru Friday, 7:30 am - 4:00 pm
            Telework: Available
            Virtual: This is not a virtual position.
            Position Description/PD#: Administrative Support Assistant/PD13687O
            Relocation/Recruitment Incentives: Not Authorized
            Permanent Change of Station (PCS): Not Authorized
            Financial Disclosure Report: Not required


            Conditions of Employment
            • You must be a U.S. Citizen to apply for this job
            • Selective Service Registration is required for males born after 12/31/1959
            • You may be required to serve a probationary period
            • Subject to background/security investigation
            • Selected applicants will be required to complete an online onboarding process
            • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
            • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel Qualifications

              To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2021.

              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 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-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 work involving the collection, compilation, and/or tracking of data and statistical information; Entering pertinent information into an automated tracking system; Overseeing preparation of paperwork required to allow award of contracts; Processing receipts, manifests, purchase orders, data and contract information for Safety section, Interfacing and collaborating with larger healthcare system providers including VA and Non-VA agencies, community hospitals, long-term care facilities, and community based programs.
                • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level, you must have graduate education directly related to the work of the position. You will be rated on the following Competencies for this position:
                  • Budget Administration
                  • Contract Administration
                  • Customer Service
                  • Performance MeasurementExperience 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 considered sedentary, but there are some physical demands. Typically, the employee sits comfortably to do the work. However, walking; standing; bending; carrying of light items such as papers, books, small parts; moving equipment from unit to unit; moving stocks of forms from different areas within the facility.

                    For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


                    A transcript must be submitted with your application if you are basing all or part of your qualifications on education

                    Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: click apply for full job details

Keywords: Veterans Health Administration, Fontana , Administrative Support Assistant, Administration, Clerical , Loma Linda, California

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