Administrative Assistant (OA)

Duties

The Administrative Assistant (OA) performs the following major duties:

• Handle office operations for an organization with a mission that affects a wide range of agency activities. Respond to telephone, email inquiries and electronic messages made through Peace Corps' Electronic Medical Record system, MAXx (including Contact Us and MAXx Messages).
• Refer medical inquiries to applicants' assigned Pre-Service Nurse.
• Instruct and guide other staff in responding to applicants' inquiries.
• Provide technical support and troubleshooting in response to inquiries from internal and external stakeholders related to the medical review process. -Refer medical inquiries to applicants' assigned Pre-Service Nurse.
• Coordinate and process incoming and outgoing mail and faxes related to invitee medical review tasks.
• Provide clerical support to Supervisor and PreService Nurses by photocopying, preparing various documents, updating applicants' demographic information in MAXx, and other tasks as requested.
• Provide technical support at staff meetings and the Pre-Service Review Board (PRB) that oversees medical appeals, including scheduling and notetaking.
• Conduct special projects as needed, including but not limited to: form change management, archive Nurse Screening Guidelines, provide training to OHS and non-OHS staff, and facilitate Invitee Calls to provide overview of medical review process.
• Support the maintenance of the internal Pre-Service Unit SharePoint page.
• Adhere to strict principles of medical confidentiality in line with the Health Insurance Portability and Accountability Act (HIPAA).
• Serve as a liaison to administrative staff within and outside of the Office of Health Services (OHS) to support agency needs.-
• Serve as an administrative coordinator for Peace Corps Response applicant medical reviews..
• .Receive and review documents, reports, and/or applications for omissions and inconsistencies, and ensure data entry is complete and accurate.
• Create correspondence in Medical Applicant Portal (MAP) to request any incomplete information and note this in the electronic tracking system..
• Monitor medical submissions verifying that all information is current..
• Participates in Agency's mission to deliver Peace Corps volunteers by contacting applicants whose requested medical information has not been received.
• Frequently use and act as a technical resource in Microsoft PowerPoint, Excel, Word, and Outlook.
• Other duties as assigned within the PD.

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Requirements

Conditions of Employment

Please read this announcement in its entirety prior to submitting your application.

• You must be a U.S. Citizen.
• You must be at least 18 years of age.
• All Federal employees are required to have federal salary payments made by direct deposit to a financial institution of their choosing.
• If you are a male applicant born after December 31, 1959, certify that you have registered with the Selective Service System or are exempt from having to do so. For additional information, see www.sss.gov.
• You must complete a Declaration for Federal Employment to determine your suitability for Federal employment, at the time requested by the agency.
• You must go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9. Federal law requires verification of the identity and employment eligibility of all new hires in the U.S. These documents must be unexpired originalor certified copies.
• You must successfully complete a background security investigation with favorable adjudication. Failure to successfully meet this requirement will be grounds for employment termination.
• Prior to employment, and in compliance with statutes 5 USC 3322 and 22 USC 2507b, Peace Corps will conduct a check of Peace Corps records for both Returned Peace Corps Volunteers and former Peace Corps employees.
• All new employees are required to certify and submit a state of understanding acknowledging adherence to the Peace Corps condition of employment prior to day 1 of employment with the Peace Corps.
• This position requires a public trust background investigation.
• This is a bargaining unit position.
• A one-year probationary period is required.
• The initial appointment to this position cannot exceed five years.

Qualifications

All qualification requirements must be met by 04/25/2024 (the closing date of the announcement). You will receive credit for all qualifying experience, including volunteer experience. To ensure full credit for your experience, please indicate the start and end dates (month, day, and year) of employment, the number of hours worked per week, and the location of employment in your resume. Qualification claims will be subject to verification.

Specialized Experience:

This vacancy is being announced at one grade level.:

Specialized Experience at the FP-07:

To be minimally qualified for this position at the FP-07 level, you must have at least one year of specialized experience equivalent to the next lower level in the normal line of progression, FP-08 or GS-06 level which is in or directly related to the line of work of the position to be filled and which has equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position. Specialized experience includes: Experience establishing and maintaining proper administration filing system of records, files, and correspondence; Experience with software applications, automated systems and tools such as word processing, databases, spreadsheets, and electronic systems; Experience providing support, guidance and assistance of non-medical nature screening of applicants, administrative guidance related to preparation of health records, and program related actions.

~AND~

Time-in-Grade (TIG) Requirements:

Current or Formal Federal employees, including current Peace Corps employees, must meet applicable TIG requirements to be considered eligible. To meet TIG for positions above the FP-09 (GS-05) grade level, you must have served at least one year (52 weeks) at the next lower grade (or equivalent) in the normal line of progression for the position to which you are applying.

All current or former Federal employees (including internal employees) must provide a copy of their SF-50 (you may need to submit more than one), "Notice of Personnel Action" that indicates proof of status and time-in-grade eligibility. The SF-50 must include your position, title, series, grade, step, tenure, and type of service (Competitive or Excepted).

Please note:

• Past experience that satisfies the Specialized Experience MUST be well documented within your resume. Failure to provide this information in your resume with corresponding start and end dates (month, day, and year) of employment, the number of hours worked per week, and location of employment may result in disqualification from further consideration.
• Specialized Experience may have been gained in the public sector, private sector, or through volunteer work done with National Service programs (e.g., Peace Corps, AmeriCorps) or other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social).
• One year of experience refers to full-time work; part-time work is considered on a prorated basis.
• Additional information on qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site.
• Peace Corps employees are employed using the Foreign Personnel (FP) pay scale. The FP pay plan does not follow the same structure as the GS pay plan. In the FP pay plan, as the grade-level numbers decrease the level/pay for the position increases. The FP-09 is the lowest entry-level grade and the FP-01 is the highest senior-level grade.

Education

This job does not have an education qualification requirement.