Total 19 Administrative / Clerical job vacancies in Whiteriver, Arizona

ORGANIZATIONAL LOCATION: Indian Health Service (IHS), Southwest Region, Phoenix Area - Colorado River Service Unit, Parker Indian Health Center. Position is located in Parker, Arizona. Primary purpose of position is to provide administrative support services for the Division of Financial Management. Position is supervised by the Financial Manager.

Major duties:

• Tracks controlled correspondence; composes and edits correspondence letters and reports.
• Manages the appointment and meeting schedule for the Director of the organizational unit served and senior staff members.
• Purchase supplies, equipment and other material utilizing prescribed purchasing guidelines.
• Assist with management of contract and payment of invoices.
• Time Keeping for the Division .

Use word processing software to produce a variety of documents. Transmit and receive documents and messages electronically using a computer or workstation that is networked or linked to other computers or workstations throughout the work area or organization. Monitors and oversees the Private Organization (PO) program. Maintains PO files, examines budgets, balance sheets, income and expense statements, reviews constitutions, bylaws, and processes fundraisers or other applicable packages. Type correspondence, reports, forms, messages, memoranda, statistical or tabular material where spacing arrangements are complicated directly in the final form without a rough draft. Performs a variety of general office duties such as receiving telephone calls and visitors, routing, filing correspondence and maintaining files. Serves as the NAFI Vehicle Control Officer ensuring the day-to-day management of government vehicles assigned to 56 FSS.


If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12626651

Duties and responsibilities Include, but are not limited to:

• Serves as the Contracting Officer's Representative for the service, overall decision-­making, policy development, and resource planning role.
• Has the responsibility for directing and coordinating the administrative, operational, and planning activities for Dental at the SAVAHCS.
• Manages all administrative functions and collaborates with the Chief of Dental Service in providing day-to-day direction and oversight of clinic operations.
• Develops, implements, evaluates, interprets, revises, and corrects administrative policies, functions, activities, operations, and programs for the Dental Service.
• Ensures that policies developed at the top management level are transmitted to responsible parties at lower levels of the team to assure that they are carried out to assess the success of these policies in terms of productivity, proper manpower utilization, improved efficiency, and economic resource management.
• Provides support and is administratively responsible for over 33 professional and non-professional employees in Dental Service and has the authority to make service level decisions.
• Provide administrative leadership and support with responsibility for developing, implementing, maintaining, and providing strategic direction, and program oversight of the Dental Service.
• Develops and manages the Dental Service strategic plan, business plan, and defines and implements measurable outcome criteria in conjunction with the Chief, Dental Service.
• Advises and provides counsel to employees regarding policies, procedures, and directives of management.
• Reviews directives and regulations, advises Service Chief and SAVAHCS Senior Leadership on their potential impact on the Dental Service, and ensures their proper implementation.
• Oversees all administrative and operational functions including but not limited to customer service, human resource management, fiscal, quality management/infection control, and supplies/equipment.
• Conducts staff meetings in the Service Chiefs absence.
• Acts as a liaison with the human resources office concerning personnel-related matter.
• Provides advice and assistance to managers and staff concerning Federal and agency personnel processes and procedures.
• Delegates authority as appropriate under advisement of Service Chief and holds supervisors responsible and accountable for the performance of the services under their supervision and management.
• The incumbent exercises management level supervisory responsibilities which include: (1) Prioritizing major work efforts; (2) Evaluating the performance of the management team; (3) Giving advice, counsel, or instruction; (4) interviewing and tentatively selecting candidates for key positions, and recommending appointment, promotion, or reassignment of such positions; (5) Hearing and resolving appropriate complaints and grievances, referring those that cannot be resolved to the Medical Center; (6) Implementing and/or advising on disciplinary measures; and (7) Identifying and providing for management development and training needs of key staff members.
• Oversees designated timekeepers assuring that the entire staff of the Dental Service is trained in requirements for maintaining accurate time and attendance records. Serves as the Dental Service point of contact with offices that perform payroll functions.
• Addresses and effectively responds within required timeframes to patient complaints made in the clinic or to the Patient Advocate Office, Congressional inquiries sent to Public Affairs, and any other patient concerns that rise regarding involving the health care system's delivery of dental services.
• Collaborates extensively with the SAVAHCS Patient Advocates in service recovery efforts, including use of the Patient Advocate Tracking System.
• Identifies and addresses system related problems and collaborates with clinical and administrative staff to ensure the provision of exemplary customer service in all aspects of healthcare delivery associated with the SAVAHCS Dental Service.

Major duties include but are not limited to the following:

• Receives all facility mail from external sources; e.g., USPS, UPS, FEDEX e.t.c, including handling of hazardous and/or perishable materials, urgent and sensitive documents (Express mail , Priority mail) among different carriers that requires signature and acknowledgment of employee.
• Sorts bulk mail from post office, and performs mail handling tasks such as rerouting misdirected mail, date stamping, counting mail, screening for priority items, preparing routing and control forms, etc.
• Utilizes knowledge of the organizational structure of the serviced units to classify, to identify policy issues, and route materials to various points.
• Perform functions using a government vehicle, requiring the incumbent to have a valid, government or state issued Drivers license.
• Sets up, operates, adjusts, and monitors the operation of single or multiple function equipment such as copiers, duplicators, mail processing machines, etc.
• Researches all addresses for return to sender mail, may include contacting recipient of returned mail to verify address.
• Exercises independent judgment regarding the most appropriate approach that is in accordance with established procedures and practices.
• Uses computer and data entry skills to carry out duties associated with the sending and indexing of high specialized medical information consisting of a variety of formatted forms.
• Displays good oral and written communication skills, using tact and diplomacy in communicating with a wide variety of employees at all levels of the organization and outside healthcare facilities.
• Keeps abreast of regulatory requirements, maintenance, and disposition of legal medical documents scanned.
• Meets the needs of customers while supporting VA missions.

• Determine nature of calls and visitors to refer communications to appropriate supervisor or staff member.
• Respond to routine and non-technical requests for information.
• Manages electronic mail and messages received to assure commander obtains appropriate information.
• Prepares written material assuring that formatting, punctation, and spelling is correct.
• Prepares summaries of telephone calls to document important details of conversations.
• Utilize Microsoft Office Software to perform task such as updating the commander's calendar and preparing reports.
• Complete a variety of routine office tasks using word processing software and printing equipment.
• Maintains office files in accordance with established filing procedures.

The Legal Administrative Specialist in the Appeals Policy and Operations Division (APOD) performs the following duties:

• Organizes Medicare adjudication case files for distribution.
• Prepares responses to appellants on adjudication results and processes.
• Identifies case processing challenges with pending appeals.
• Interprets data from appellants and/or appellant's representatives.
• Tracks case file development.

Duties include, but may not be limited to the following:

• Maintains the service line and leadership activity calendar and schedules appointments, conferences, and meetings
• Manages correspondence to the center which includes coordinating responses on behalf of its Director and finalizes and generates correspondence as needed
• Prepares high-level memoranda, letters and other documents, routes for approval, and tracks to completion for the leadership team
• Reviews final responses related to patient issues, Congressional correspondence, and patient advocate issues
• Serves as timekeeper to include notifying staff when there are timekeeping exception notices, and ensures corrections are made
• Receives telephone calls, greets visitors, and determines nature of the call or business of the visitor. Determines which calls or visitors should be referred to the supervisor, or other staff personnel, or which can be handled personally based on knowledge of the subject matter or from records and files
• Prints, copies, faxes, orders supplies, initiates work orders, and manages key requests and SharePoint requests
• Manages office supplies by developing and managing inventory and adjust volumes based upon the usage rates and customer needs.
• Performs other duties as assigned

Major Duties:

• Greets visitors to the facility and answers all incoming call, transferring to appropriate department and providing phone coverage for other departments.
• Receives, routes, or otherwise handles incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda's, and other forms of written communication. Performs office automation duties to prepare documents such as correspondence, forms, and reports which can include technical material, graphs and charts.
• Timekeeping duties for service unit, prepare travel orders and travel vouchers for the Health Center.
• Manges the appointment and meeting schedule for the Director of the organization unit and other senior staff members as well.

The major duties of the Administrative Support Assistant position include, but are not limited to, the following:

• Provides accurate and reliable information on the administrative functions of HPTC.
• Serves as a technical resource to staff on travel policies and regulations, provides information on travel allowances and requirements.
• Prepares Travel authorizations and vouchers.
• Purchases supplies, equipment and services for sections utilizing a purchase card.
• Serves as primary timekeeper for the unit.
• Serves as primary administrative point of contact for the unit, which may include processing financial, procurement, property, human resources, and other administrative forms for the unit.

As a Program Manager, you will:

• Ensure that subordinates are developing and adhering to schedule for program planning, development and execution.
• Ensure that assigned communities receive essential CPD Field Office services and that communities and public agencies engaged in CPD Programs carry out programs and contractual requirements in a timely and efficient manner.
• Serve as a major point of contact with representatives of major cities and metropolitan areas, including elected and appointed officials of Federal, State, and local governments, the private sector and public, educational and financial institutions, members of the banking and mortgage communities, developers of industrial and commercial properties; and housing developers on all CPD program areas.
• Provide leadership, support and assistance to personnel assigned to the team as well as program grantees of major cities and metropolitan areas and potential grantees.

Duties include but are not limited to the following:

• Receive and/or screen telephone calls and visitors for nature of the call or the purpose of the visit and determine the appropriate action as needed.
• Transcribe minutes for meetings and distribute copies of minutes to all appropriate personnel.
• Receive all incoming correspondence to determine which items should be brought to the supervisor's attention or forwarded to other staff for action.
• Utilize a computer to prepare forms, reports, narrative documents that include complex technical terminology.
• Prepare/edit reports, verify accuracy of statements, figures, tables and charts in accordance with facility guidelines.
• Maintain activity calendar (i.e. schedules appointments, conferences, and meetings on own initiative based upon current issues of importance).
• Post and submit for approval, all time and attendance cards.
• Maintain files, including staff competency records, service policies, VA manuals, bulletins, employee actions, equipment requests and general correspondence so that items can readily be located on request.
• Track performance appraisals for all members of Psychology Service, including preparing the annual performance plans.
• Update the Emergency Cascade quarterly or with new staff additions, for Psychology Service.
• Receive, assign, and distribute Consultation requests from other services.
• Assist the Psychology Internship and Post-Doctoral Fellowship Training Directors with the completion of onboarding documents.

Please ensure you answer all questions and follow all instructions carefully. Error or omissions may impact your rating or result in your losing consideration for the job. The incumbent:

• Receives, assesses, routes, handles incoming and outgoing materials such as routine correspondence, reports, memoranda and other forms of written communication.
• Performs office automation duties such as reports, forms, presentation materials which may include complex graphs, charts, and tabular materials.
• Compiles, organizes, and tracks program data which may include statistical information in support of the organization's program operations.
• Manages the appointment and meeting schedule for the Director of the organizational unit served.
• Receives, refers, and interacts with persons within and outside the immediate organizational unit.
• Performs a wide variety of administrative tasks such as purchasing supplies, equipment and other materials utilizing prescribed purchasing guidelines and procedures.
• Follows-up on and tracks expenditures and ensures prompt payment.

DutiesResponsibilities:
This position is in the Administration Division of Flagstaff Area National Monuments, National Park Service (NPS), and supervised by the park's Administrative Officer. The primary purpose of the position is to support managers and employees with several tasks utilizing departmental, agency, regional, and park guidelines and software programs.

Major Duties, GS-0303-06/07 (FPL 07):- Greet visitors (both external & internal) and provide accurate and reliable information.- Work closely with the Time & Attendance Coordinator to review employee timecard submissions for accuracy.- Apply appropriate standards and procedures in the areas of property management, acquisition, human resources, fleet management, travel requests and vouchers, and internal controls.- Purchase supplies and equipment for the park utilizing a charge card and managing reconciliation of all expenditures.- Serve as a support assistant for fleet management, energy reporting, and facility asset management.- Uses computers and appropriate software for data collection, analysis and collating.
Major duties, GS-0303-07:- Receive housing requests, prepare rental agreements in automated system (iQMIS); assist with tenant check in/out of units.- Receive and process request for a variety of personnel actions and complete required tasks associated with processing personnel actions. Ensures accuracy and appropriateness of coding associated documents. Initiates personnel actions in the automated personnel processing system (FPPS) as required.
- Prepare property reports, maintain the personal property of records for the park.
- Utilize automated business management system to input data for fleet utilization and work orders, and energy cost and consumption.
- Develop and maintain positive working relationships with staff at all levels, including peers, supervisors, management, and regional staff to establish connections that allow for open communication.
- Use financial software systems such as Financial Business Management System (FBMS), Administrative Financial System (AFS), Project Management Information System (PMIS) and Concur Travel Management System.

Career-Seasonal position and subject to release and recall procedures. A permanent career-seasonal position includes all the benefits of permanent employment, but does not provide employment on a full year-round basis. As such, selectee will be in a non-pay/non-duty status for at least 2 weeks to 6 months per year based on project requirements or weather conditions. Selectee are guaranteed to work at least 6 months per year but not more than 50 weeks per year, with the work schedule to be determined upon appointment. The typical season can vary, but assignments can be variable during during certain months due to project requirements or weather conditions.

Career-Seasonal appointments are permanent positions and indude the same benefits as Career appointments, but do not
provide work on a year-round basis. You willl work from approximatelly January to mid-December, and you will be in a non-pay status for the remainder of the year. The typical season can vary due to staffing needs and/or weather conditions.

The position performs duties to assist one individual, and in some cases the subordinate staff of that individual, by performing general office work auxiliary to the work of the organization. The position is the principal clerical or administrative support position in the office, operating independently of any other such position in the office. Major duties include, but are no limited to:

• Receives and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members.
• Escorts/refers callers to proper personnel.
• Where personnel are unavailable takes messages and/or provides information as to availability of the supervisor.
• 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; screens for general information and determines priority or deadline dates.
• Determines what correspondence can be personally answered.
• 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.
• Forwards remaining requests to supervisor with back-up information, if necessary.
• Reviews documents prepared for signature of or requiring coordination by management for appropriate tone; conformance with regulations, grammar, format, and special policies of the activity; and completeness of information.
• 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.
• Reviews and prepares all congressional correspondence received by the organization for necessary action.
• Reads and processes incoming correspondence and material.
• Thoroughly screens material prior to distribution for suspense dates, establishes controls, and follows up on responses which are due.
• Ensures that correspondence is properly routed in a timely manner.
• Compiles information for and prepares a variety of recurring and one-of-a-kind detailed reports and documents using a variety of computer software.
• Ensures that reports are prepared and forwarded within established time-frames.
• 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.
• Guides and assists personnel concerning procedures of preparation of correspondence.
• Reviews outgoing correspondence to insure uniformity and proper format, grammatical correctness, neatness and completeness of content.
• Responsible for proper spelling, grammar, format and arrangement of material.
• Utilizes office automation equipment to prepare correspondence, documents and reports.
• Utilizes computer systems equipped with file management programs, electronic mail, calendar, graphics, spreadsheets, word processing programs and data base management systems.
• Selects appropriate software type to accomplish task and transfers files and data between and among more than one system.
• Prepares standard forms using available software.
• Uses data base programs to input data and perform computations for administrative reports.
• Determines data required and displays desired and inputs appropriate commands to achieve special reports.
• Sends and receives messages via electronic mail.
• Work performed requires the services of a qualified typist.
• Incumbent is an authorized user of the Government Purchase Card. As an authorized user of this card the incumbent is responsible for meeting the standards for documentation and reconciliation of the purchase cards as set forth by VA Handbook 1730.1, Use and Management of Government Purchase Card, dated August 27, 2008.
• Performs other related duties as assigned.

The position is in support of the Sanitation Facilities Construction (SFC) under the Office of Environmental Health & Engineering (OEHE) and located in one of the District, Service Unit or Field offices.

The incumbent provides administrative services and support to SFC engineers, technicians and other support staff involved in planning, designing, and constructing individual and community water, sewer and solid waste projects serving American Indian and Alaska Native (AI/AN) homes and communities by:

• Providing telephone and receptionist services; sorts and distributes incoming and outgoing mail correspondence; and reviews outgoing correspondence, reports, etc. for format, grammar, and punctuations.
• Establishing and maintaining administrative files, records, manuals, handbooks and other related materials including confidential files.
• Preparing, reviewing and coordinating of all requests for travel arrangements.