Administrative Support Assistant

U.S. Department of Veterans Affairs; Seattle (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

U.S. Department of Veterans Affairs in Seattle seeks an Administrative Support Assistant to manage the Mental Health Treatment Coordinator sub-program within PCMM.

The ASA supports clinical leads and supervisors, handles data entry, enrollment, and reporting to sustain program operations. Responsibilities include budgeting fund control points, scheduling, coordinating meetings, maintaining databases, generating reports, and monitoring the Electronic Wait List for Mental Health, with a

Qualifications

• One year of specialized experience equivalent to GS-05 in the normal line of progression for the occupation.
• Experience with customer service; scheduling meetings; typing correspondence; maintaining databases and utilizing software; maintaining fund control points (budget); tracking and compiling data for reporting.

Responsibilities

• Enters Mental Health Care information into the MHTC program and enrolls patients into Mental Health teams and assigns patients to the appropriate provider.
• Monitors and tracks the Electronic Wait List (EWL) for Mental Health.
• Assigns patients to a Mental Health Treatment team and discharges from inappropriate clinics; maintains enrollment data and corrects discrepancies.
• Evaluates and monitors administrative activities for the Outpatient Mental Health Clinic (OMHC) – Seattle and reports improvements to leads and supervisors.
• Acts as primary funds control clerk for the OMHC – Seattle; manages fund control points with annual expenditure limits for clinical supplies and services.
• Prepares edits and compiles data for requests requiring administrative actions; develops reports, charts, and graphs for briefings.

Skills

Customer service

Scheduling meetings

Typing

Data reporting

Data entry

Budget tracking

Tools

Database software

Budget management software

Job description

Summary

This position is the Administrative Support Assistant (ASA) - functions as the manager of the Mental Health Treatment Coordinator (MHTC) sub-program within the Primary Care Management Module (PCMM). The Primary Care Management Module (PCMM) is a Veterans Health Information Systems and Technology Architecture (VistA) application that allows input of facility specific and panel specific data - and allows national roll up of this data for tracking - case finding - and comparison purposes.

Summary

This position is the Administrative Support Assistant (ASA) - functions as the manager of the Mental Health Treatment Coordinator (MHTC) sub-program within the Primary Care Management Module (PCMM). The Primary Care Management Module (PCMM) is a Veterans Health Information Systems and Technology Architecture (VistA) application that allows input of facility specific and panel specific data - and allows national roll up of this data for tracking - case finding - and comparison purposes.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/05/2026. You may qualify based on your experience 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: Experience with customer service; Experience with scheduling meetings; Experience with typing a variety of correspondence and maintaining databases and utilizing various software programs; Experience with maintaining fund control points (budget); Experience with tracking and compiling data for reporting purposes. 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

• The incumbent works within the Primary Care Management Module (PCMM) for the Teams within the Mental Health Service of the VA Puget Sound Medical Center
• The Administrative Support Assistant performs work in support of general management and/or program analysis where knowledge of the purpose - operation - methodology - techniques and characteristic of specific management or program analysis functions is required: specifically for the Mental Health Treatment Coordinator (MHTC) program and other administrative functions as described below
• Duties may include - but are not limited to: Enters Mental Health Care information into the MHTC program of the PCMM - enrolls patients into the Mental Health teams - and assigns patients to the appropriate provider within the MHTC program
• Responsible for monitoring and tracking of the Electronic Wait List (EWL) for Mental Health
• Assigns patients to a Mental Health Treatment team - removes patients from the database when discharged from Mental Health Care - maintains accurate enrollment data - identifies and corrects discrepancies in the database system - and discharges from multiple or inappropriate specialty and consult clinics
• Evaluate and monitor administrative activities for the Outpatient Mental Health Clinic (OMHC) - Seattle Division and make recommendations for improvements including assisting the clinical Leads and supervisors and keeping them informed of organizational updates and/or program changes impacting their program
• Primary funds control clerk for the Outpatient Mental Health Clinic (OMHC) - Seattle
• These Fund Control Points (FCP) have annual expenditure limits and are generally used for clinical supplies and services
• Prepares edits and compiles data for requests requiring administrative actions
• Identifies problems and inefficiencies along with estimates for program requirements and prepares reports - justifications - charts - graphs for statistical and narrative data for briefings and presentations to management officials
• Work Schedule: Monday through Friday 8am - 4:30pm Virtual: This is not a virtual position
• Telework: Ad-Hoc only Position Description/PD#: Administrative Support Assistant/PD413750 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized