Administrative Specialist

US-Department-of-Veterans-Affair; Portland (OR); On-site; USD 54,000 - 72,000; Full time

Job summary

The VA Portland Health Care System is seeking an Administrative Specialist to support the Division Administrative Officer and Executives. You will perform complex management and analytical tasks essential to staffing and operations within the Inpatient and Emergency Services Division.

Qualifications include at least one year of specialized experience at GS-05 level or a graduate degree, with the ability to analyze staffing and budgetary trends, utilize MS Office, and handle data reporting with

Qualifications

• Experience with standardized administrative practices and procedures to conduct studies of work processes across HR, Medical Staff, Nursing Professional Service, Information Security, and Contracting.
• Identify, analyze, and recommend solutions to problems in organizational structure, staffing, administrative procedures, work processes, or workload distribution.
• Experience with timekeeping, staffing and other HR administrative functions, and presenting data findings clearly.

Responsibilities

• Assist the Division Administrative Officer and Executives with complex management and analytical services.
• Conduct analyses of work processes and budgeting trends to support hiring decisions.
• Abstract and interpret data, prepare concise reports, and apply medical terminology as needed to the division.

Skills

HR administration

Timekeeping

Data analysis

Budget forecasting

Staffing processes

Medical terminology

Education

Master's degree or higher

Tools

Microsoft Office Suite

DSS

VSSC

Relational databases

Job description

This position is located within the Administrative Offices of Inpatient and Emergency Services Division (IESD) at the VA Portland Health Care System (VAPORHCS). The incumbent serves as an Administrative Specialist, with primary responsibility to assist the Division Administrative Officer and Executives by providing complex management and analytical services essential to the operation and direction of Division staffing.

MINIMUM QUALIFICATIONS: One year of specialized experience equivalent to at least the GS-05 grade level.

Specialized experience includes, but are not limited to:

• Experience with standardized administrative practices and procedures to conduct studies of work processes, including HR, Medical Staff, Nursing Professional Service, Information Security, and Contracting
• Identify, analyze, and recommend solutions to problems in organizational structure, staffing, administrative procedures, work processes, or workload distribution
• experience with timekeeping
• experience with staffing and other HR administrative functions
• analyze and forecast budgetary trends affecting hiring practices for the organization
• analysis techniques to identify, consider, and resolve issues or problems of a procedural or factual nature, and skill in applying those techniques
• experience with software programs including, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), DSS, VSSC, and relational databases
• experience abstracting and interpreting data and presenting findings in a clear, concise manner and knowledge of medical terminology

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. ~OR~

One (1) full year of successfully completed graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Education at the graduate level must have been obtained in an accredited college or university and transcripts must be submitted with application. Education cannot be credited without documentation. ~OR~

Combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. ~OR~

Superior Academic Achievement (SAA): Successful completion of all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and I meet one of the following: Rank in the upper one-third of your class in the college, university or major subdivision; A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study; A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study; Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

MINIMUM QUALIFICATIONS: One year of specialized experience equivalent to at least the GS-07 grade level. Specialized Experience with standardized administrative practices and procedures to conduct studies of work processes including HR, Medical Staff, Nursing Professional Service, Information Security, and Contracting; Identify, analyze, and recommend solutions to problems in organizational structure, staffing, administrative procedures, work processes, or workload distribution; experience with timekeeping; experience with staffing and other HR administrative functions; analyze and forecast budgetary trends affecting hiring practices for the organization; analysis techniques to identify, consider, and resolve issues or problems of a procedural or factual nature, and skill in applying those techniques; experience with software programs including, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), DSS, VSSC, and relational databases; experience abstracting and interpreting data and presenting findings in a clear, concise manner and knowledge of medical terminology. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. ~OR~

A master's or equivalent graduate degree or two full years of progressively higher level graduate education. Such education must be related to the position and demonstrates the knowledge, skills, and abilities necessary to do the work. This education must have been obtained in an accredited in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. ~OR~

An equivalent combination of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

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/.