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

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-552-13-929509

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

The contents of the announcement can still be viewed.


$39,497.00 to $51,350.00 / Per Year


Monday, July 29, 2013 to Friday, August 16, 2013




Full Time - Permanent


1 vacancy in the following location:
Dayton, OH United StatesView Map




Vacancy Identification Number (VIN) 929509

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 position provided broad technical, administrative and clerical support to the Biomedical Electronics Technical Support (BETS) section of Engineering Service at the Dayton VA Medical Center.  As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. 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.  For more information on the Department of Veterans Affairs, go to

Special Employment Consideration:  VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact on the last page of the JOA for information on how to apply under this appointment authority via the Selective Placement Coordinator.

CURRENT VA EMPLOYEES PLEASE NOTE: Please submit a complete application package prior to the closing date, including latest SF-50. Include all of your relevant work information (ie starting and ending dates of employment, hours worked, duties, etc). The information you provide through this application process is forwarded to the selecting official. It is highly recommended that you use the resume builder in USA JOBS as it contains all of the information we need to determine whether or not you are qualified for this position. Failure to provide a complete application and all the documents requested in the announcement may render you not qualified or ineligible for the position for which you applied.


  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.
  • [time in grade requirement may be added]


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Incumbent provides broad technical, administrative and clerical support to the Biomedical Electronics Technical Support (BETS) section of Engineering Service at the Dayton VA Medical Center. Incumbent will manage office operations; interface with BETS staff, customers, and stakeholders; develop and maintain records of budgeting and resource spending; review, analyze, and report on performance and compliance activities via data analysis; administer the inventory database management records; administer work order documentation and completion; support purchasing, stocking, shipping, and receiving activities; and other duties asassigned.

  • Serves as Timekeeper preparing reports on leave use, overtime projection.
  • Serves as Customer Service Representative in answering phones and general e-mails about the BETS section and its work function.
  • Maintain budget and accounting amounts, expenditures and reports.
  • Analyzes inventory needs based on ordering patterns and recommends general biomed parts and product to stock.
  • Maintain work order records and request.


Must have extensive experience using VA File Manager, including custom generation of sort and print templates.

Work Schedule:   1st Shift 8:00 am to 4:30 pm
Position Description Title/PD#:   Administrative Support Assistant, PD# 13003-0  
Relocation Expenses: Relocation expenses ARE NOT authorized for this position.


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To qualify for this position, applicants must meet all requirements by the closing date of this announcement TAG:Closing Date

Time-in-grade:   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.

Specialized Experience: Requires one (1) year of specialized experience equivalent to GS-06.Specialized Experience is directly related to the position to be filled and which has equipped the candidate with the particular knowledge, skills, and abilities to perform successfully the duties of that position, and that is typically in or related to the work of the position to be filled. Specialized experience can be defined as considerable knowledge of control point clerk software and the 2237 process; knowledge and experience applying customer service skills to respond to inquiries and requests from customers. Some knowledge of medical and technical terminology. Experience applying basic data gathering methods such as generation of reports from databases, use of formulas, etc., and the ability to plan, organize and coordinate administrative operations. This specialized experience must have been equivalent to at least the GS-06 grade level in the Federal service.

You will be rated on the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) based on your application for this position.

KSA 1 - Knowledge of medical and technical terminology

KSA  2 - Customer service skills to respond to requests for service from the Biomedical Electronics Technical Support section customers.

KSA 3 - Knowledge of required VA formats and procedures regarding correspondence, reports and records.

KSA 4 - Skill using VISTA (AMES/MERS software package.

KSA 5 - Knowledge of control point software, 2237 transactions, GIP, OLC clerk procedures, and government purchase card procedures.

KSA 6 - Skilled with utilizing personal computer applications such as Microsoft Outlook, Word, Excel, Power Point and Vista time keeping?

KSA 7 - Skill using Va File Manager, including custom generation of sort and print templates.

KSA 8 - Skill in gathering data, and developing written policy statements based upon governing regulations and standards.

If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.

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

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 (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website: All education claimed by applicants will be verified by the appointing agency accordingly.  If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.


Physical Requirements: Work primarily occurs in an office setting at a workstation and occasionally a test bench.  However there is some walking, standing, reaching, stooping, crawling, crouching, carrying of light items, 25 pounds or less, and negotiating cramped working areas.  The mental demands and stress of the work can be considered.  Incumbent must frequently deal with other medical center personnel or patients who may be uncooperative or hostile due to circumstantial pressures.  Incumbent is required to display tact, calm and patience as well as work in an analytical, professional and helpful manner regardless of circumstances.  Trips to community based outpatient clinics or other facilities may sometimes be necessary.


Veterans' 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 your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or dates of impending separation.

Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veterans Preference" with required proof as stated on the form.  For more information, please review the information for disabled Veterans in the application 
checklist or visit


Your résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.


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

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies.  This position may be authorized for telework.  Telework eligibility will be discussed during the interview process.


Earning Annual (Vacation) Leave :  Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.  

Placement Policy:   The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.  The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.  Management may use any one or any combination of these methods to fill the position."

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


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HOW TO APPLY: All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Friday, August 16, 2013 to receive consideration.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click the Submit My Answers button to submit your application package.
It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. 

To verify your application is complete, log into your USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application.  Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement.  You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.







Faxing Applications or Supporting Documents:

You are encouraged to apply online.  Applying online will allow you to review and track the status of your application.

NOTE:  If you applied online and your application is complete, do not fax the paper application (1203FX) as this will overwrite your prior online responses and may result in you being found ineligible.

If you completed the occupational questionnaire online and are unable to upload supporting document(s):

1. To fax your documents, you must use the following cover page and provide the required information.  The Vacancy ID is 929509.

2. Fax your documents to 1-478-757-3144. If you cannot complete the Application Package online, you may fax all of your materials. 
If you cannot complete the Application Package online, you may fax all of your materials.  The complete application package must be submitted by 11:59 PM (EST) on Friday, August 16, 2013  to receive consideration.  Keep a copy of your fax confirmation in the event verification is needed.

To complete the occupational questionnaire and submit via fax:
1. Click the following link to view and print the occupational questionnaire.
View Occupational Questionnaire
2. Print the 1203FX form (, follow the instructions and provide your responses to the occupational questionnaire items
3. Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144.  Your 1203FX will serve as a cover page for your fax transmission.


Pamela Britt
Phone: (937)268-6511x1860
Agency Information:
Department of Veteran Affairs
4100 West Third Street
HRM Service
Dayton, OH


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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