Administrative Support Assistant

U.S. Department of Veterans Affairs; Harrison (MT); On-site; USD 42,000 - 54,000; Full time

Job summary

The U.S. Department of Veterans Affairs seeks an Administrative Support Assistant to provide essential support to the Chief of Staff service line, ensuring efficient operations and effective communications within the department.

The role involves managing correspondence, preparing reports, maintaining records, and assisting with administrative processes while ensuring compliance with federal policies. Candidates should be detail-oriented, able to work under pressure, and proficient with Word,

Qualifications

• Experience in administrative support and office operations.
• Strong written and verbal communication skills.
• Familiarity with standard federal office software and reporting formats.

Responsibilities

• Provide administrative support to the Chief of Staff and staff, including correspondence and records.
• Assist AO, HSS, and COS line with records management, forms, reports, HR, fiscal and contract management.
• Collaborate with management to address issues and recommend improvements to service line management.
• Serve as backup timekeeper for COS office and COS services; enter timecards and validate entries.
• Organize meetings, prepare agendas, and take minutes; document action items.
• Act as liaison with internal and external stakeholders and maintain excellent customer service.

Skills

Administrative support

Communication

Time management

Detail-oriented

Multitasking

Tools

Microsoft Word

PowerPoint

Microsoft Excel

Adobe Acrobat

Outlook

SharePoint

VISTA

Job description

Summary

The Administrative Support Assistant provides essential administrative support to the Chief of Staff service line - ensuring efficient operations and effective communication within the department. This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services.

Summary

The Administrative Support Assistant provides essential administrative support to the Chief of Staff service line - ensuring efficient operations and effective communication within the department. This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/30/2026. 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-07 position you must have served 52 weeks at the GS-06. 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 GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of Specialized Experience would typically include - but are not limited to: This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services. Must be detail-oriented - able to work under pressure - prioritize - and carry-out multiple assignments simultaneously. Must have professional knowledge of accepted practices in communications (i.e. - writing - editing - and organizing for logical - effective presentation). Effective oral and written communication skills to provide instruction - administer special projects - and report findings to a varied audience. Using established office software and standard reporting formats to compile and track admin data. Mastery of established rules of grammar and punctuation is essential.... Participates with management to address issues - resolve problems - and assist the AO with creating recommendations for correcting or improving the service line overall management. must have skill and practical experience in using computer software programs designed to compile and analyze data - develop reports - and prepare written materials. Microsoft Word - Microsoft PowerPoint - Microsoft Excel - Adobe Acrobat - Outlook - VATAS and VISTA - SharePoint and Meeting Room Manager. Must have knowledge of the complex record keeping requirements according to the National Records Control Schedule and VA Handbook 6300.1 - Records Management Procedures 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/.

Duties

• Administrative assistance to the Chief of Staff and associated staff - including managing correspondence - preparing reports - and maintaining records
• Major responsibilities and duties include - but are not limited to: Directly assists the Administrative Officer (AO) - HSS and service lines within the COS line performing essential work in several vital functions or services such as: records management - publications and forms management - reports management - human resource management - fiscal and contract management - manpower utilization - and administrative processes and procedures
• Participates with management to address issues - resolve problems - and assist the AO with creating recommendations for correcting or improving the service line overall management
• Perform as a backup timekeeper for the COS office and backup timekeeper for or services within the COS line Serve as a backup timekeeper - entering employee work tours - validating timecards
• Organize and schedule meetings - prepare agendas - and take minutes to document discussions and action items
• Serve as secondary control point clerk for the fund control points (FCPs) of the service and complies with all acquisition regulations - as well as all federal VA and local policies and procedures to support the organization's mission and needs
• Serves as Service liaison to external and internal stakeholders
• Communicates through written documents - electronic communication - telephone - and face to face with all stakeholders while providing excellent customer service
• Assists the AO with reviewing - analyzing and interpreting incoming requests - recommending appropriate action or suggests appropriate alternatives - based on knowledge of internal operations - budgetary constraints and work priorities
• Tracks financial - personnel - supply - and other administrative transactions
• Will attain and maintain computer skills (e.g
• word processing - file management - VISTA program - EXCEL spreadsheets - PowerPoint) and communication tools such as MS Outlook - SharePoint and Meeting Room Manager
• Work Schedule: Monday - Friday - 8:00am - 4:30pm Compressed/Flexible: Not Authorized Telework: This position is not authorized for telework Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD147140 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized