The incumbent will be assigned to work in the Employee Engagement Center (EEC), within the Office of the Associate Director and will be supervised by the Supervisory Health Systems Specialist, Chief Innovator. Responsible for completing and coordinating a wide variety of administrative and clerical tasks essential to the administration of the EEC

Duties

Program Support: Serves as a customer service champion to include fielding customer inquiries; screening all calls and visitors; and routing phone calls and mail. Responsible for scheduling meetings including logistics, preparing agendas, setting up video teleconferencing, notifying participants, and taking minutes; gathering information, coordinating and drafting responses to delegated tasks including action items, drafting and processing written, electronic, and verbal official communications; and preparing and reviewing documents, reports, and all other correspondence for completeness and consistency. Ensures correct punctuation, capitalization, spelling, grammar, and conformance to style. Establishes, maintains, and revises office and electronic filing systems. Organizes, maintains, processes, and disposes of routine and confidential paper and electronic files, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages, and SharePoint content; coordinates correspondence and communication flow and informs program leaders of customer service trends and related items. Reviews workload data reports for the EEC to ensure that proper reporting and recording procedures are followed. Independently complies and prepares program productivity/workload reports, consolidates monthly and quarterly reports. Designs and prepares detailed charts and graphs for use in presentations based on workload data. Provides support to EEC staff in the planning and administration of the All Employee Survey (AES), to include routing, distribution and tracking of related action items and communications. Clerical and Administrative Support: Responsible for timekeeping; key inventory, maintaining office automation systems, dashboards, and specialized technologic and software applications; placing work orders and providing technical and procedural support of program administration to include problem identification, resolution and training. Serves as primary ADPAC assisting staff in obtaining computer access and necessary menu/security keys utilizing the ECAR system. Performs quarterly menu reviews ensuring proper menu management is consistent with functional categories. TMS coordinator; assists with ensuring that educational needs and mandates are completed by all EEC staff. Gathers information and data from multiple sources (All Employee Survey, SharePoint, electronic survey tools and other data collection repositories) to prepare documents and graphs, determine trends, and manage information. Identifies, restructures, and recommends ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications. Assists the Chief Innovator with education requests, information technology requests, facilities-related requests and other requests as needed. Coordinates all travel and education requests including preparation of semiannual travel plan for submission to ELT and fiscal compiling documentation for employee development fund (EDF) review. Collaborates with education and travel office ensuring approvals are obtained within established time frames. Serves as the Records Liaison for the EEC. Ensures that all required Records Liaison training is kept current, maintaining an accurate inventory of records created and stored by their program/service, and identifies any records not scheduled for disposition and reports their findings to the facility Records Manager. Conducts regular internal records reviews to ensure an effective records management program is maintained, and performs other duties relative to the Records Liaison role. May serve on special committees, initiatives, or projects in either a lead or supporting role. Performs other duties as assigned. Work Schedule: Monday - Friday 7:00am - 3:30pm Compressed/Flexible: not authorized Telework: 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. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD010070 Relocation/Recruitment Incentives: not authorized Permanent Change of Station (PCS): not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/04/2023. Time-In-Grade Requirement: 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 by the closing date of this announcement. For a GS-05 position you must have served 52 weeks at the GS-04. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Schedule meetings, logistics, prepare agendas, take minutes, gather data, prepare reports, draft correspondence, action items, maintain filing systems, timekeeping, maintain office automation, dashboards, software applications, place work orders, serve as ADPAC, TMS coordinator, coordinate travel and provides customer service. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. OR, Combination: Applicants may also combine education and experience to qualify at this level. You will be rated on the following Competencies for this position: Computer SkillsConflict ManagementCustomer Service (Clerical/Technical)Teamwork Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. At times frequent trips to other service line offices are required. No special physical demands are required to perform the work. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Christene Ammoscato
• Phone: (570) 824-3521 X24536
• Email: [email protected]