This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Administrative Support Assistant (Veterans Canteen Service)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VZ-13-EGH-851288

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$34,907.00 to $45,376.00 / Per Year


Wednesday, March 13, 2013 to Monday, March 18, 2013




Full Time - Permanent


1 vacancy in the following location:
Saint Louis, MO United StatesView Map


United States Citizens


Vacancy ID: 851288 

OUR MISSION: To fulfill President Lincoln’s promise – “To care for him who shall have borne the battle, and for his widow, and his orphan” – by serving and honoring the men and women who are America’s Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

The Department of Veterans Affairs (VA) needs employees who possess the energy, compassion, and commitment to serve those who served our Country. Whatever the job title, every position in VA will give you a chance to make a meaningful and personal contribution to the lives of truly special and deserving people - our Veterans. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities. Working for VA is one of the most emotionally satisfying and professionally rewarding ways to dedicate the best within you to your Country's service. If you are transitioning from the military or a Veteran already, we invite you to explore the benefits of continuing your career at the VA. The VA is committed to hiring Veterans.

The VA is much more than just another employer. It is an honorable, open and welcoming community of those who care. Gratitude is our motivation and service is our mission.

The VA has adopted Core Values and Characteristics that apply universally across the Department. The five Core Values define “who we are,” our culture, and how we care for Veterans, their families and other beneficiaries. The Values are Integrity, Commitment, Advocacy, Respect and Excellence (“I CARE”).

America's Veterans need you! To find out more, go to


  • You must be a U.S. citizen to apply for this job.
  • You will be subject to a background/suitability investigation.


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This Administrative Support Assistant position is located in the Veterans Canteen Service Central Office, Finance Center of the Veterans Affairs Medical Center, St. Louis, Missouri. Duties include but may not be limited to the following: 


·          Maintains appointment calendar and suspense file for the Director.

·          Receives a variety of calls and handles them accordingly.

·          Evaluates, prioritizes, and develops responses to routine and specific inquiries through written correspondence, phone, e-mail, and fax.

·          Prepares and submits appropriate and timely response to actions requiring immediate attention in the absence of the Director.

·          Creates and maintains monthly and annual financial planning calendars.

·          Develops and monitors systems for review, preparation, distribution, tracking, and follow-up on all incoming correspondence, programs and directives.

·          Develops data and programs necessary to promote program effectiveness through computerized planning, management, and tracking systems.

·          Performs records control duties to ensure proper retention and disposal of records in accordance with established regulations.

·          Creates spreadsheets for budgets, specific projects and programs as needed.

·          Performs duties as lead timekeeper for the business unit.

·          Coordinates scheduling of retail inventories for all Veterans Canteen Service locations.

·          Coordinates routine maintenance and repairs of all equipment within the business unit.

·          Tracks award expenditures and ensures all requests for monetary awards conform to policy and are within budget guidelines.

·          Maintains and distributes petty cash funds.

·          Maintains adequate supply levels for all staff.

·          Tracks annual and mid-year appraisals.

·          Reviews all performance appraisals for proper technical format prior to official approval.

·          Prepares all internal and external reports and documents pertaining to the appraisal program.

·          Prioritizes and revises tasks as needed in order to meet deadlines.


Work Schedule: Monday - Friday , 7:30 am to 4:00 pm.




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SPECIALIZED EXPERIENCE:  Applicants must possess one (1) full year of specialized experience that equipped them with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of this position, and that is typically in or related to the work of this position. To be creditable, this experience must have been equivalent to at least the GS-5 level in Federal service. Examples of qualifying specialized experience include: maintaining a current appointment calendar and suspense files for an executive; serving as primary point of contact for all calls, staff and visitors; preparing daily correspondence, monthly reports, memos, letters and training materials; maintaining current file of operation manuals, directives, policies and procedural letters; ensuring proper retention and disposal of records according to regulations; preparing purchase orders, processing invoices for payment, and maintaining office supplies; 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. 


You will be rated on the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) as part of the assessment questionnaire for this position:

·          Knowledge in fiscal and procurement functions.

·          Skill in operating various software programs such as Microsoft Word, Excel and PowerPoint.

·          Knowledge of filing system.

·          Ability to organize work, establish priorities and meet deadlines.

·          Ability to communicate with people from varying backgrounds and levels of understanding.


PHYSICAL REQUIREMENTS: There are no unusual physical demands required. The work is mostly sedentary with some walking, bending, or standing. Carrying of light items, i.e., supplies, papers, books, small boxes, etc., is required.

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

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.  WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.  If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

APPLICANTS PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications.  Please refer to this checklist to ensure proper accreditation and for foreign education requirements.

Veteran's Preference:

When applying for Federal jobs, eligible veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of DD-214(s) showing all dates of service as well as character of service (honorable, general, etc.). Additionally, veterans with service-connected disability of 10% or more must also submit a copy of their official statement from the Department of Veterans Affairs, or from a branch of the Armed Forces, certifying their service-connected disability and/or their receipt of compensation for service-connected disability.  If the military member is within 120 days of separation and does not yet have a DD214, the member may instead submit any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is signed.

Veterans with service-connected disability of less than 10%, non service-connected disability, and Purple Heart recipients, as-well-as those claiming derived preference for a spouse, widow or widower, or natural mother, should refer to and submit a completed " SF15, "Application for 10-Point Veteran Preference," (go to and required documentation with your application materials. For more information on Veterans' Preference, please visit



Applicants will be ranked based on four quality groups, as follows:

  • Best qualified - applicants possessing experience that substantially exceeds the minimum qualifications of the position including all selective factors, and who are highly proficient in all requirements of the job and can perform effectively in the position;
  • Highly qualified - applicants possessing experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the requirements of the job;
  • Well qualified - applicants possessing experience that meets the minimum qualifications of the position including all selective factors, and who are proficient in some, but not all, of the requirements of the job; and
  • Qualified - applicants possessing experience and/or education that meets the minimum qualifications of the position including all selective factors.

After the vacancy announcement closes, reviewed applications are evaluated against the questionnaire responses and placed in the appropriate quality group.  Qualified veterans will be afforded preference by being placed at the top of the appropriate quality group.  Qualifying veterans with a service-connected disability of 10% or more will be placed at the top of the best qualified group.  The best qualified group is the first to be referred to the hiring facility for further consideration and possible interview.  The remaining groups may be referred based on the number of applicants available.


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VA offers a comprehensive benefits package.  This link provides an overview of the benefits currently offered:

The Federal Government has special excepted appointing authorities for persons with qualifying disabilities, such as Schedule A. Specific information can be found at  IMPORTANT: If you would like to receive consideration as a Schedule A applicant, you must contact the HR Office at the facility where this position is located: Resources/Support Division
1 Jefferson Barracks Road
Building 25
St Louis, MO 63125



Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at  

VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

You may be required to serve a probationary period. 


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To apply for this position, you must provide a complete application (See "Required Documents" section below).  The complete Application package must be submitted by 11:59 PM (EST) on Monday, March 18, 2013.

To begin the process, click the Apply Online button on the right side of this screen to create an account or log in to your existing USAJOBS account.  Be sure to upload the required documents before you submit your application.  Please ensure you click the Submit My Answers button at the end of the process.  Mailed/emailed applications will not be accepted.

Note: To change or update your application, simply reapply through My USAJOBS, before the closing date.  To check the status of your application, log into your USAJOBS account (, select Application Status and click on the more information link under the application status for this position.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire: .
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID: 851288.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.


The following documents are required:

  1. Resume
  2. Responses to the Occupational Questionnaire
  3. Other documents - use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), ICTAP/CTAP documentation (for well-qualified, displaced Federal employees), or documentation to support Veterans Preference claims.  You will not be contacted for additional information.


VHA Nationwide DEU
Phone: (501)257-4134
Agency Information:
VHA DEU Topeka
Thank You, AR


After the vacancy announcement closes and a referral certificate is issued, an electronic notification letter - or e-mail - will be sent to applicants who provide an e-mail address.  Otherwise, you will receive a notification letter via the U.S. Postal Service within 2 to 4 weeks.

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