Administrative Assistant

U.S. Department of Veterans Affairs; Washington (District of Columbia); Hybrid; USD 52,000 - 75,000; Full time

Job summary

Department of Veterans Affairs in Washington, DC, seeks an Administrative Assistant in a developmental role within the DC VAMC. The position supports Nursing Service across seven clinical lines, providing administrative leadership, timekeeping, data collection, and reporting.

Telework is authorized; schedule is 7:30am–4:00pm, Monday–Friday, with on-site duties as needed. The role involves managing purchases, inventories, and office services, while ensuring compliance with federal rules and VA

Qualifications

• Administrative experience in a medical/VA setting is preferred.
• Experience handling timekeeping for a large unit is desirable.
• Strong data management and reporting skills are required.

Responsibilities

• Supports seven clinical specialty service lines within Nursing Service.
• Provides guidance to managers on staffing, leave, employee relations, and training issues.
• Develops methods to automate administrative data collection and reports; acts as ADPAC for assigned lines.
• Serves as a VA TMS Administrator and a Key Coordinator for the Service Key Control Program.
• Performs time and attendance duties and prepares memos for advance leave requests.
• Manages data collection, analysis, and reporting for program operations.
• Manages requisitions, purchases, stock, and maintenance of office equipment.
• Uses Government Purchase Card for vendor purchases and reconciliations.

Skills

Timekeeping

Customer service

Data entry

Typing

Office coordination

Tools

IFCAP

GPC

Job description

• Department: Department of Veterans Affairs
• Location: Washington, District of Columbia

This is a developmental position, located at the Washington DC Veterans Affairs Medical Center (DC VAMC), office of the Associate Director for Patient Care Services (ADPCS). This position composes a career ladder structure to the full performance level of Administrative Support Assistant.

Key Responsibilities

Major Duties are but not limited to: This position is responsible for a broad range of administrative duties required to administratively support seven clinical specialty service lines within the Nursing Service. Provides guidance to managers, supervisors and staff in personnel matters involving staffing, leave administration, employee relations, and training issues.

Effectively enhances the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports. Acts as an Automated Data Processing Application Coordinator (ADPAC) for the specialty service line(s) assigned. Performs several roles as a VA TMS Administrator. Serves as a Key Coordinator for the Service Key Control Program.

Performs time and attendance duties when staffing levels dictate the need for additional support. Prepares memos as needed for employees who need to request advance leave. Data Collection, Management and Analysis: Performs work involving the collection, compilation, review, tracking, and provision of real-time data and statistical information in support of the organization's program operations.

Evaluates internal programs, policies, procedures, and guidelines for administrative support program activities performed in all Patient Care service lines. Resource Management: Plans and coordinates a variety of general office support services, including but not limited to requisitions, purchases, storage, maintenance of stock levels, installation repair, and maintenance and disposal of office equipment.

Serves as the Fund Control Point Clerk/Requestor and manages office supply functions by initiating local purchases, sole source procurement, and GSA catalog purchases.

Government Purchase Card Duties: The incumbent is an authorized user of a Government Purchase Card (GPC), and maintains the card for the assigned Service line in accordance with all requirements for meeting the standards of documentation and reconciliation as set forth by VA Handbook 1730.1, Use, and Management of Government Purchase Card, dated August 27, 2008. Initiates purchases in support of events and supply needs of the Office of the Director of Nursing Services.

As mandated by VACO and VISN 5, cardholders will be held accountable for the following but not limited too: Complying with all Federal, VA, and local acquisition regulations, using mandated socioeconomic entities and complying with the Javis-Wagner-O'Day Act and using mandatory sources. Ensuring the acquisition of Environmental Protection Agency (EPA)-designated products.

Verifying funds availability prior to making purchases and complying with single purchase and monthly cardholder limits placed on card. Inputting of order into IFCAP, within one (1) workday of purchase with vendor, to include correct control point, cost center, and budget object class (BOC) for that transaction. Undelivered or partial and unmatched payments pending beyond thirty (30) days must be reviewed and necessary action taken.

Reconciling payment charge from Government Purchase Card vendor within fourteen (14) calendar days of receipt of IFCAP purchase card message. All payments must be reconciled within 40 days. Ensuring purchases represent reasonable prices unless a premium is justified and documented.

Preferred Experience: Administrative experience within the last 3 years within medical setting Experience with timekeeping for a large unit Demonstrated customer service skills Physical Demands: Work is primarily sedentary. Work will involve some walking between various offices as well as standing, bending, and lifting of objects or boxes weighing 20 pounds or more.

Duties include a significant amount of work that will require viewing large amounts of information on a computer screen, and involve a considerable volume of typing. Work Environment: Most duties will be performed in an office setting. The work environment involves everyday risks or discomforts, which require normal safety precautions typical of such places as offices, meeting, and training rooms, etc. No special physical demands are required to perform the work.

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: 7:30am - 4:00pm, Monday - Friday Compressed/Flexible: Not Authorized Telework: Authorized. AD-HOC Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant/PD21021O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements & Education

There is no educational substitution at this grade level.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $51957 – $75059/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What is the application deadline?

Applications close on 2026-10-26.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.