Total 25 Administrative / Clerical job vacancies in Butler, Pennsylvania

• Bundle mail according to US Postal Service regulations.
• Run mail through the sealing, metering and cancelling machines for accuracy.
• Use the mail meter to weigh parcels and mail to determine the correct postage.
• Provide data information to Records Manager for the semi-annual Positive Accountability Postage Administration System (PAPUS) cost reports.
• Monitor and receive large volume of official mail involving a variety of items and stressing the importance of the cost control program.
• Open, perforate, date stamp and read as necessary to determine routing by subject matter.
• Distribute mail to individually marked boxes in the distribution.
• Maintain and replenish the inventory of postage office supplies.

Performs work in support of purchasing supplies and equipment for the CCSL as the Control Point Clerk researching products in GSA, scheduling demonstrations and meetings for vendors, entering 2237 requests, and contacting vendors for quotes.
- Prepares, executes, and/or tracks program specific information, such as official records, action items, performance measures, personnel actions, status of mandatory training, and training and travel requests.
- Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of fellowship and student rotations within the CCSL. This data is compiled daily in some instances, while other requirements are monthly. Several areas which require such collection and tracking include Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Electronic Permission Access System (EPAS) system requests.
- Monitors nursing license expirations and proficiencies; notifies RN and Nurse Manager; collects new license/sends copy to Human Resources and updates database.
- Receives all incoming mail and correspondence, while independently determining the proper action needed, appropriate routing, and necessary coordination with other services. When appropriate, prepares a response before referring to the Vice President, Business Manager, or Associate Chief Nurse. Maintains confidentiality in both behavior and in the procedure by which communication is facilitated.
- Collaboration is required with several entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, and students themselves.
- Maintains orientation, staff training, serves as TMS administrator, assists personnel in requesting travel and training for external training requirements. - Practical knowledge of applicable operations, procedures, programs, policies, and regulations.
- Gather's data/information and prepares written reports. The written reports are given to the Chief of Critical Care, as well as shared with the Education Department at VAPHS.
- Thorough knowledge of graduate medical training programs and the associated human resources requirements, as well as compliance standards for the Resident Coordinator position.
- The liaison for incoming Critical Care fellows and medical students and is the primary contact person for this position. They track all fellow/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with the UPMC CCM Office of Education GME Academic Manager and GME Department Manager.
- Knowledge of the clerical and administrative practices for the Resident Coordinator position.
- Identifies process issues in relationship to fellows, and students doing a rotation in the CCSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows and students, or with the Education department of VAPHS as well as the university affiliates. Incumbent oversees established mechanisms regarding training and orientation of Critical Care Fellows.
- Knowledge of specialized medical terminology to understand and communicate with professional and clinical staff.
- Performs library research functions, including file or database searches to extract, summarize, and compile required information.
- Coordination with Human Resources (HR), Education, and the incoming fellows/students is required to assure appropriate personnel paperwork is distributed and collected on each fellow and medical student prior to arrival and updated on an annual basis.
- serves as the primary timekeeper for time and attendance for CCSL Administrative personnel.

Work Schedule: Monday- Friday 8:00am- 4:30pm
Position Description Title/PD#: Administrative Assistant/PD023360

• Coordinates all personnel action requests with Operations Project Manager (OPM) and/or Deputy Operations Project Manager (DOPM), site managers, and Civilian Personnel Office.
• Compiles training needs, develops and submits training plan for approval.
• Provides administrative oversight and liaison with multiple site supervisors and administrative and technical support staff at geographically dispersed project office locations.
• Coordinates budget development and execution and administers internal controls for compliance with policies and regulations.
• Prepares organizational charts, fact sheets, and other information for in-house and official briefings.
• Keeps individual project administrative personnel informed of current changes in regulations, forms, and administrative requirements.

• Performs a variety of administrative and clerical functions in support of the activity to which assigned.
• Receives and reviews incoming documents for completeness taking or coordinating and tracking required action.
• Establishes and maintains offices files in accordance with regulatory guidance/procedures.
• Responds to customer inquiries and complaints providing general information and assistance concerning office function, established procedures, etc.
• Performs other duties as assigned.

• You will be expected to concentrate primarily in the areas of federal acquisition law and related litigation, including acquisitions in support of research, development, test, and evaluation.
• You will provide some legal services in the areas of ethics and standards of conduct, the Freedom of Information Act and Privacy Act (FOIA), fiscal law and environmental law.
• You will be expected to provide advice and guidance in the area of federal civilian personnel and labor law, litigation at the Merit Systems Protection Board, the Equal Employment Opportunity Commission.
• You will be expected to provide advice and guidance federal district court, union grievance arbitrations, the Office of Special Counsel for whistleblower issues, and state unemployment hearings.

• Serves as purchase card holder, purchase supplies, equipment and services within delegated authority using mandatory or open market sources, ensuring proper and timely documentation and reconciling.
• Serves as the timekeeper in reviewing and verifying time and attendance; maintaining master files for area employees; performing leave audits; and informing the supervisor of any inconsistencies or aberrations in time and attendance.
• Receives and reviews incoming correspondence, ensuring necessary background material is attached when sending forward; and determines whether items can be personally addressed or need to be forwarded to the supervisor or other appropriate staff.
• Establishes, organizes and maintains a filing system of official material and records.
• Schedules meetings, prepares agendas, makes arrangements for meeting facilities and notifies participants of schedule changes; prepares materials to be used in presentations or training conducted by the supervisor and staff.

Major duties include, but are not limited to:

• Maintain a broad and specialized knowledge of IT principles, concepts, and methods.
• Provide expertise and advice during the development of IT solutions, services and products.
• Facilitate understanding and supports meetings between and with DOL customers and 3rd party service vendors.
• Implement, evaluate, monitor and plan work assignments that support OCIO Directorate mission and goals.
• Participate in deliberations and decisions relative to IT service, system and product effectiveness, planning, resource utilization, operations, and organizational structure.
• Coordinate, develop, evaluate and provide status reports on IT strategic and tactical plans, which impact budget, management, policy development, and procurement processes.
• Examine current areas of IT application, identifies and coordinates future needs and develops appropriate courses of action to address gaps in performance.
• Develop project management plans, cost/benefit analysis, budgets and spending plans, work breakdown structures, resource plans and acquisition/procurement plans.
• Perform other duties as assigned.

Major duties include, but are not limited to:

• Maintaining files and reports.
• Scheduling and reviewing work activities performed in an office, including reporting and record keeping.
• Maintaining office compliance regarding regulations, policies, and guidelines as established.
• Receiving incoming calls from patients, staff, and others in need of information.
• Taking meeting minutes.
• Maintaining tracking mechanisms for reports and action items.
• Maintaining calendar for manager, i.e. scheduling appointments.
• Review and direct incoming documentation/inquiries and take personal action when applicable or direct to appropriate staff as needed.
• Utilize a range of office equipment (i.e., copier, fax, telephone, etc.).
• Utilize a range of software applications (i.e., Word, Excel, Outlook, etc.) to prepare correspondence.
• Maintain credentialing folders of employees.
• Other duties as assigned by ACOS and/or Associate Chief Nurse GEC.

Major duties and responsibilities include:

Administrative Management

• Assists the Chief oversee and facilitate the administrative management for Recreation and
  Creative Art Therapy Service.
• Assists with developing, planning, issuing and implementing procedures to comply with directives concerning administrative matters.
• Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management and data management within the division.
• Designs and implements policies and procedures to manage administrative and personnel
  related functions.
• Reviews and evaluates guidance on various functions and procedures,
  identifies problem areas and implements or recommends actions to improve procedures and
  increase efficiency, eliminate problems and conform to policy requirements.

• Assists the Recreation and Creative Art Therapy Service Chief oversee the full range of
  human resources requirements for the organization.
• Assists the Chief with personnel administration for the Service with varied functions and activities.
• Acts as the liaison with the human resources office concerning personnel-related matters.
• Provides advice and assistance to managers and staff concerning personnel processes and procedures.

• Participates in the planning for budgeting needs and financial management for Recreation and Creative Art Therapy Service. Assists with budget formulation, justification, and execution; financial management; and financial reporting.
• Provides advice to management and program personnel on budgetary and finance issues.
• Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources.
• Attends budget calls, reviewing guidelines and instructions in order to brief managers of schedules and data requirements. Reviews office needs in order to plan and develop budget data and justification for review and approval.
• Once the budget has been approved, directs and monitors the execution of funds.
• Monitors balances, and status of projects and recommends reprogramming of funds as needed.
• Justifies requests for reprogramming as necessary.
• Reviews financial reports and resolves discrepancies with the appropriate accounting office.
• Ensures that all expenditures are properly authorized and documented.

• The position aids in the management of procurement for Recreation and Creative Art Therapy Service. This may include preparing procurement requests, evaluating proposals for work, maintaining procurement records.
• The position may manage small procurements that may require varying approaches.
• May assist in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which may include determining appropriate costs, performing costs analysis, preparing sole source justifications and communicating both
  orally and in writing with managers/vendors/contractors.
• As directed, may assist in the preparation and review of purchase orders for supplies and non-expendable property, such as equipment.
• The position will coordinate with Chief, Recreation and Creative Art Therapy Service program supervisors to control purchasing and use of supplies.
• Oversees property management and prepares necessary documents to accession and de-accession of property.
• Conducts periodic surveys of equipment and property utilization and recommends action as
  necessary to assure that economical and efficient use is made of equipment and other
  property, and other specialized equipment necessary to the effective functioning of Recreation and Creative Art Therapy Service.
• The position will exercise authorizations for obligation and expenditures of funds as required.
• Performs other duties as assigned.

The incumbent has overall responsibility for the correspondence program at the Lebanon VAMC to include White House responses, Senate responses, Congressional responses, Office of Inspector General (OIG) responses and all other daily correspondence. The incumbent is responsible for all medical center correspondence including Executive , Administrative and Clinical correspondence. This position tracks all incoming correspondence, tasks out to the responsible party for review and response, reviews response for appropriateness and complete content, obtains Executive level approval all the while ensuring a final response is submitted timely.

Work Schedule: Monday - Friday 7:30 am - 4:00pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD022040
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

• Organize programs to support operational requirements.
• Monitor projects for administrative errors.
• Enforce organizational practices.
• Review correspondence prior to submission.
• Provide technical guidance on administrative activities.
• Assemble resources for organizational training events.
• Update policies applicable to the organization.
• Utilize various automation programs simultaneously.

• Provide advice and assistance to managers on property management, records management, and government travel.
• Proactively tracks and assists with budget, HR functions, payroll, and travel arrangements.
• Serve or lead working groups to develop and execute workplans, operating policies, and internal controls.
• Coordinates administrative workflow with and through staff.

• Provide advice and assistance to managers on property management, records management, and government travel.
• Proactively tracks and assists with budget, HR functions, payroll, and travel arrangements.
• Serve or lead working groups to develop and execute workplans, operating policies, and internal controls.
• Coordinates administrative workflow with and through staff.

The duties of the Program Support Clerk include but are not limited to the following:

• Receives and screens visitors and telephone calls.
• Provides information within standard office procedure, generally pertaining to any of the duty areas herein described, and within caller's "need to know".
• Receives and reviews incoming correspondence.
• Incumbent personally responds to routine and nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from the files.
• Reviews documents prepared for signature of or requiring coordination by management for appropriate tone.
• Returns inadequate communications to originator for correction when not in conformance with known policies, or when correspondence regulations have not been followed.
• Uses various functions of several types of office automation systems such as word processing, databases, and graphic software.
• Uses electronic mail to transmit and receive messages.
• Responsible for proper spelling, grammar, format, and arrangement of materials.
• Reads and processes incoming correspondence and material.
• Compiles information for and prepares a variety of recurring and one-of-a-kind detailed reports and documents using a variety of computer software.
• Assists supervisor and subordinates in the procedural aspects of expediting the work of the office by explaining reporting requirements, arranging for submission of data to be assembled by incumbent in general reports.
• Utilizes office automation equipment to prepare correspondence, documents and reports.
• Track overtime and comp time.
• Enter tours of duty each pay period.
• Daily postings and clearance of exceptions.
• Performs other related duties as assigned.

This position is open to all U.S. Citizens who reside or currently employed in the Boyers, PA local commuting area, which includes the Pennsylvania counties of Butler, Clarion, Armstrong, Allegheny, Beaver, Lawrence, Mercer, Crawford, Erie, Venango, Jefferson, Indiana, and Westmorland; Ohio counties of Columbia, Trumbull, and Mahoning; and all cities existing in Pennsylvania or Ohio within the geographic area bounded by the outer boundaries of the combined areas of the aforementioned counties.

As a SUPERVISORY ADMINISTRATIVE OFFICER you will be responsible for the following duties:

Defense Counterintelligence & Security Agency (DCSA) requires an experienced professional that manages, coordinates and supervises the full range of resource management activities and administrative support functions including budgeting and financial management, supervision of administrative units, inventory, and resources management. This position reports to the Deputy Assistant Director for the Personnel Security Federal Investigative Records Enterprise.

• Managing a staff that has overall responsibility for a variety of complex Office-wide planning, analysis and management actions and initiatives.
• Providing technical oversight, coordination and integration of multiple functions relative to programs, briefings, correspondence and liaison with internal and external organizations.
• Leading and overseeing processes for budgeting, administrative contracts, space and resource management, as well as the life cycle of agency-level tasks.
• Planning, organizing, developing, directing, and executing special projects. These programs may cut across organizational lines or materially impact the operational dimensions of one or more programs.
• Leading oral and written communications to preparations, presentation, and explanation regarding complex information, recommendations, and findings.