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Administrative Support Assistant GS-303-5/6 - Red Lake Hospital

3 Positions


Job Title: Administrative Support Assistant GS-303-5/6 (RL-ZD01B/C)(ESEP/MPP)

Department: Department Of Health And Human Services

Agency: Indian Health Service

Job Announcement Number: IHS-11-BJ-508246-ESEP/MP


$31,315.00 - $45,376.00 /year


Thursday, July 21, 2011 to Wednesday, August 03, 2011




Full Time Career/Career Conditional




1 vacancy - Red Lake, MN


Excepted Service Examining Plan Candidates (ESEP); Merit Promotion Plan Candidates (MPP); Veteran's Preference Candidates; Commissioned Officers.


Become a part of the Department that touches the lives of every American! At HHS you can give back to your community, state, and country by making a difference in the lives of Americans everywhere. Join HHS and help make our world healthier, safer and better for all Americans.

The Indian Health Service is required by law to give absolute preference to qualified Indian applicants and employees who are qualified and suitable for Federal employment. The Indian Health Service (IHS) by law is committed to affording employment preference to American Indian and Alaska Native candidates who meet the Secretary of the Interior's definition of Indian for appointment to vacancies within the IHS in accordance with established IHS policy as outlined in the Indian Health Manual Part 7, Chapter 3. In other than the above, the Indian Health Service is an Equal Opportunity Employer.

ORGANIZATIONAL LOCATION: Department of Health and Human Services (HHS), Indian Health Service (IHS), Bemidji Area, Northern Plains Region, PHS Indian Health Hospital, Community Health Services, Behavioral Health Department, Red Lake, Minnesota.

Red Lake, MN 1 vacancy


Salary range: $31,315.00- $45,376.00 ( Annually)

Promotion potential: GS-06

Merit Promotion Position: YES

Travel Required: YES--Some travel is required with this position.

Supervisory/Managerial Position: NO

Relocation Expenses Paid: NO--Travel & Relocation Expenses WILL NOT be paid: Travel, transportation, and relocation expenses associated with reporting for duty in this position WILL BE the responsibility of the employee.

Is position covered by PL 101-630? NO

Is drug testing required? NO

Is government housing available? NO

Is this a bargaining unit position? YES

TOUR OF DUTY (Work Schedule): Full Time / Permanent

If applicable: This position requires that you obtain and maintain clinical privileges. If they are not obtained or maintained during employment, the employee may be subject to adverse actions, up to and including removal from the Federal service.


Excepted Service Examining Plan Candidates (ESEP)

Merit Promotion Plan Candidates (MPP)

Veteran's Preference including Veterans Employment Opportunity Act Candidates (VEOA)

Commissioned Corps Candidates

PLEASE VISIT: for more information on "Who May Apply".


Must be a U.S. Citizen.

UNION / Bargaining Unit Employee.

Position subject to background investigation.

As part of the pre-employment process, fingerprint checks are required.

Position subject to Level V or Level VI Background/Security clearance.


Additional Duty Location Info:

1 vacancy - Red Lake, MN

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

MAJOR DUTIES: This position is to perform administrative tasks associated with maintaining and supporting the work performed within the organization.

Receives/Routes incoming & outgoing materials such as controlled or routine correspondence, reports, memorandums, and other forms of written communications; In addition, tracks controlled correspondence.

Performs office automation duties to prepare documents such as correspondence, forms, and reports which can include technical materials, graphs, and/or charts.

Knowledge of grammar, punctuation, and spelling; Ability to use Word, Excel, and Power Point in order to do presentations/reports for the Director and other staff of the organizational unit.

Knowledge and skills in using computer word processing, database programs, and other computer software; Enters information into established databases & similar systems which track various administrative activities of the organization; Services of qualified typist required.

Keeps the appointment/meeting schedule for the Director of the organizational unit served, and those of other senior staff members as directed.

Serves as point-of-contact for scheduling meetings, conference rooms, schedules appointments, coordinates meetings, and/or schedules conferences.

Attends meetings, prepares meeting minutes, and follow up on action items with the appropriate staff members.

Responds to general inquiries and answers procedural questions about the organization and common work practices and/or policies.

Resolves problems or issues of a general nature; Complex issues or problems are referred top the supervisor for resolution.

Performs a wide variety of administrative tasks associated with maintaining and supporting the work of the organization this may include purchasing supplies/equipment utilizing prescribed guidelines and procedures.

Establishing and maintaining filing systems; time keeping functions; and preparing/processing documents associated with the travel and time keeping of the staff.

Performs other position related duties as assigned.

Qualifications and Evaluations



GS-05: One (1) year of specialized experience equivalent to at least the GS-04 grade level.

EDUCATION: Four (4) year's above high school.

GS-06: One (1) year of specialized experience equivalent to at least the GS-05 grade level.

NOTE: Education and experience may be combined for all grade levels for which both education and experience are acceptable.

SPECIALIZED EXPERIENCE: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level.

EXAMPLES OF SPECIALIZED EXPERIENCE: Experience in performing clerical duties in a clinic or hospital setting. Experience in performing office automation duties such as preparing documents, correspondence, forms, and reports which can include technical material, graphs and charts. Experience in maintaining a calendar for meetings and appointments. Serves as point-of-contact for a Clinic or Hospital Department. Experience in purchasing supplies and equipment utilizing Federal purchasing guidelines and procedures. Experience in tracking expenditures, establishing and maintaining a filing system. Experience in time keeping & time keeping procedures, rules and regulations. Excellent written and verbal communication skills are required.

NOTE: Your education may be used to substitute specific work requirements / experience. Your education and work experience MAY be combined to meet the qualification requirements of this position. IF selected and you are qualified based on education you MUST provide an official transcript. (SEE QUALIFICATIONS)

You must meet the requirements of the job by this date: Wednesday, August 03, 2011

As per the IHS Excepted Service Hiring Plan: Current employees and eligible applicants are considered under merit promotion only, unless they provide an appropriate Standard Form (SF)-50, "Notification of Personnel Action," and indicate under which plan they are applying. Please indicate on your resume and during the online assessment process which hiring plan you want to be considered under: Merit Promotion and/or the IHS Excepted Service Hiring Plan. See for more details.


The HHS Careers system simplifies the Federal application process by replacing the former KSA job-element statements with on-line self-assessment questions. Applicants who meet the minimum qualifications requirements will be invited to complete an on-line questionnaire assessing the following:

· Interpersonal Skills: Show understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

· Reading: Understands and interprets written materials; including technical materials, rules, regulations, instructions, reports, charts, graphs, and/or tables. Applies what is learned from written material to specific situations.

· Customer Services: Works with clients and customers (that is, any individuals who use or receive the services of products that your work unit produces; including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.

· Speaking: Ability to communicate clearly and concisely with proper English grammar to organize and communicate effectively showing respect for co-workers and/or the general public, in a manner that is appropriate for the listeners and/or situation.

· Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example; facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material that is appropriate for the intended audience.

If found qualified, your score will range from 70-100 points (not including points that may be assigned for Veterans' Preference). We will compare your resume and supporting documentation to your responses on the assessment questionnaire. If you rate yourself higher than is supported by your application materials, your responses may be adjusted and/or you may be excluded from consideration for this job. You will be deemed well qualified if you score 85 and above.

Benefits and Other Info


The federal government offers a number of exceptional benefits.


If you are claiming CTAP/ICTAP eligibility, you must submit a copy of your most recent performance appraisal, proof of eligibility, and your most current SF-50 noting position, grade level, and duty location. To be considered under CTAP/ICTAP, you must be well qualified with a score of at least 85 for this position. For information on CTAP/ICTAP, visit:

Additional selections of candidates may be possible within 90 days from the date the certificate of eligibles was issued for this announcement, for filling additional or similar positions. However if there are no qualified Indian Preference candidates on the Certificate the vacancy must be reannounced.

Candidates must meet time-after-competitive appointment, time-in-grade (if applicable), qualification requirements, licensure requirements , performance requirements, citizenship and suitability requirements, and any other eligibility requirements within 30 days of the closing date of the vacancy announcement.

Measles and Rubella immunization required for selectees born after 1957.

Male applicants born after December 31, 1959 must be registered with the Selective Service.

Promotion Potential: This position has promotion potential to the GS-06 grade level. Promotion to the next grade level is at management’s discretion and is based on your demonstrated ability to perform the higher level duties, the continuing need for the higher level duties, and administrative approval. Promotion to the next grade level is not guaranteed and no promise of promotion is implied.

If you are selected for this vacancy, you must undergo a fingerprint check. Fingerprint results must be cleared prior to hire. You will receive instructions on how to obtain and submit fingerprints.

After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position.

The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges.

"IHS - Operated Properties are tobacco free!"

How To Apply


To "APPLY" for this position, you MUST provide a complete Application Package, which includes the following parts:

Assessment Questionnaire


Required Documents (Specified in the Required Documents section of this job announcement. An applicant may not be considered if proper documentation is not received.)

Use Application Manager for convenience and quickest processing. Track your progress to a Complete Application Package using the My Application Packages checklist and status displays in Application Manager. Your Application Package status must be Complete by, Wednesday, August 03, 2011, the closing date of this announcement.

Option A: Application Manager (preferred method)

To begin, choose one of these options:

If your résumé is going to come from the USAJOBS Resume Builder, you begin the process by clicking the Apply Online button near the bottom of this page. Your résumé will be attached only to the Application Package you complete and Submit immediately after you click the Apply Online button for this job announcement, not to any Application Packages you may already have created.

If your résumé is going to be one you prepared outside of USAJOBS Résumé Builder, click this link to begin the process Online Questionnaire

Note: To check the status of your application or return to a previous or incomplete 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 submit more than one Qualifications Questionnaire for this position, the most recent one Submitted is the one that is used. Therefore, it is important for you to complete it in its entirety.

Option B: Fax

If it is not possible for you to use Application Manager (you have a disability or do not have access to the internet), you can apply for this announcement by completing the OPM 1203-FX form instead of using the Online Application method. Please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.

Follow these steps:

Print a copy of this job announcement so that you can read the questions offline. View Occupational Questionnaire. Obtain and print a copy of the OPM Form 1203-FX, which you will use to provide your answers. You can obtain the form at this URL OR, by calling USAJOBS by Phone at (703) 724-1850; after the introduction, press 1, and listen for instructions.

You may submit the OPM Form 1203-FX (hard copy questionnaire), résumé, and/or any supporting documents by fax.

If you are faxing a Form 1203-FX, do not use a separate cover sheet. Simply make sure the Form 1203-FX is on top of any other documents you are faxing.

If you are faxing any documents without the Form 1203-FX on top, always use the official cover sheet which is here -- -- and be sure to fill it out completely and clearly. NOTE: You need to add this 508246 in the spaces provided for you the "Fax Cover Sheet" in a clear legible print. The fax number is 1-478-757-3144. Feed all documents into your fax machine top first so that we receive them right-side up.

Faxed documents will take 2-3 business days to process. To fax documents, you MUST use the special cover page. Print the pre-populated cover page on the upload documents screen of Application Manager. Or, you may click this link to print a copy of the cover page. When faxing documents, follow the procedures outlined below.

Include the 6-character Vacancy Identification Number 508246

Provide your Social Security Number and full name in the spaces provided or we will not be able to associate your document(s) with the rest of your application.

You may submit multiple documents for the same vacancy announcement using one cover page.

Fax your cover page and documents to 1-478-757-3144.

Faxed documents submitted with missing information will not be processed. The following will prevent your documents from being processed:

Not using the special cover page mentioned above.

Missing, incomplete, or invalid Vacancy Identification Number

Missing or incomplete Social Security Number or name

Note: If you have documents in your Application Manager account from a previous vacancy announcement they can be opened, copied and saved then reused as an upload file for this vacancy. Uploading your documents will speed the processing of your application for this announcement.

PLEASE NOTE: In Section 25 of the Occupational Questionnaire, you may notice that the numbering restarts with number one. When entering your responses on the 1203-FX form please continue to enter your responses on the next available number within this section. The numbers on the 1203-FX will not match the Occupational Questionnaire once it restarts with number one.

Submission of a resume' or a 1203FX form alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described under Required Documents section. Please carefully review the complete job announcement and the "How to Apply" instructions. Failure to provide the required information and/or materials will result in your application not being considered for employment.

IF you need a reasonable accommodation for any part of the application and hiring process, PLEASE NOTIFY: The Human Resources Office, Mr. Troy Bad Moccasin, HR. Staffing Officer, PHONE: (605) 226-7217, E-MAIL: "The decision on granting reasonable accommodation will be on a case-by-case basis."


You MUST provide the required documents listed below during the online application process either through the document upload process or fax using instructions outlined in Section B above. If any of the following are missing when the announcement closes we will deem your application incomplete:

___Resume -You are encouraged to use the USAJobs online resume builder to ensure that all required information is in your resume. If you use your own résumé, curriculum vitae, the Optional Application for Federal Employment (OF 612), OR, any other written form you choose then you must describe your job-related qualifications that includes hours worked per week, month and year of employment.

____Indian Preference applicants – If claiming Indian preference for the first time, or if you have no previous documentation of preference, applicants must provide a completed copy of the current Form BIA -4432 (expiration date 8/31/2011), “Verification of Indian Preference for Employment in the BIA and IHS Only.” The current form (expiration date 8/31/2011 does not need to be used if an older Form BIA-4432 is submitted with a signature that predates the expiration date on the form. Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA official of tribal enrollment records, documentation of lineal descent, state or academic records that document you posses one-half degree Indian blood from a tribe indigenous to the United States, as well as official records that establish your degree of Indian blood, such as census records. You must also complete the family history chart if necessary. (See the form for detailed instructions for the completion of the BIA-4432).

Current IHS employees with a BIA form on file in their Official Personnel Folder are required to submit a copy of that form with their application.

___Qualifications -- example, typically used for licenses or other documents that attest to the qualifications of the applicant.

___Transcripts - Transcripts must be provided if substituting education for experience and/or if education is required for this position. Unofficial transcripts are acceptable but official transcripts will be required before entrance on duty.

___Veteran's Preference-If claiming Veteran's Preference, include a copy of DD-214 Form, and SF-15 if claiming 10 point Veteran's Preference

___ Response to Assessment Questionnaire.

NOTE: Applicants may submit optional documents and place these under Miscellaneous: such as performance reviews, copies of job-related certifications, cover letter, letters of recommendation, SF-50. Suggest documents submitted are job-related and current.


Denise Kester

Phone: (605)226-7209

TDD: (301)443-6394

Email: DENISE.KESTER@IHS.GOV Agency Information:

Indian Health Service HR Center

Federal Building Room 309

Aberdeen, SD 57401


Once the online questionnaire is received, you will receive an acknowledgement via email that your submission was successful. Approximately 45 days following the closing date of the announcement, you will receive a notice of rating with the final disposition of your resume. To protect your privacy, scores of resumes are not provided by phone.


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