Incumbent functions as Program Support Assistant assigned to services within the Chief of Staff's purview. Provides administrative support to the leadership of specific departments. The incumbent receives assignments from the Executive Assistant to the Chief of Staff, the services to which assigned, or appropriate designees to ensure that the medical center mission is actualized.

Duties

Office Operations - 60% Receives and screens all incoming email and telephone correspondence for the assigned services, Veterans and/or family members, contractors, and the public involving technical, complex, and confidential matters Accurate recording of messages and prompt disposition of inquiries is essential, as well as accurate recordkeeping of incumbent's actions taken regarding inquiries and correspondence Uses independent judgement in determining the nature of the correspondence and assessing those that he/she can handle without prior approval, those to be referred to the staff for appropriate action, and those requiring immediate attention to be directed to the appropriate staff, management, or Director The incumbent is authorized to provide and/or determine a contact's right and need to information Obtains, sorts, reviews and distributes incoming mail, publications, regulations and directives to the appropriate staff with appropriate notation as to who is to prepare response, how reply is addressed, for whose signature, etc. Determine those that can be acted upon personally and completes required action When required, uses initiative to obtain clarification of instructions from originating office Decides actions that require review by service chief or other staff, will assisting the program in interpreting instructions and establishing actions that may be required When needed, initiates appropriate suspense or follow up controls Follows-up as necessary to ensure that a reply is forwarded in a reasonable time Timekeeper Duties - 20% Keeps accurate employee time records for all of the staff assigned to the office Prepares, maintains and submits electronic timecards for designated staff; reminds approving official of deadline to approve timecards Distributes or mails pay statements, if applicable Maintains a filing system of correspondence, manuals, regulations and documents, files reports appropriately Uses VISTA and acts as a VISTA surrogate for designated staff to retrieve and send e-mail, requesting work orders, ordering supplies and equipment, requesting medical records, entering NOIS requests and other applicable functions Purchase Card Holder - 15% Orders supplies, maintains fund control data, recommends increases or decreases in funding for the Fund Control Point to leaders The incumbent is responsible for attending appropriate acquisition training and signing VA Form 0242, Government-wide Purchase Card Certification, to become the contracting officer of record for any purchases made with the card Cardholder shall not make individual purchases exceeding $3,000 unless the Head of the Contracting Activity (HCA) has issued applicable warranting Cardholder is responsible for complying with all Federal VA and local acquisition regulations to include procedures outlined in VHA Handbook 1730.1 and Medical Center Memorandum #90-31 Generic Inventory Package (GIP) - 5% Coordinate the GIP activities concerning office inventories of supplies Prepares and submits work orders for mechanical repairs and other related needs for office areas Keep basic office supplies in stock/order office supplies as needed Performs other related duties as assigned. Work Schedule: Monday to Friday, 8am to 430pm Compressed/Flexible: Not Available Telework: This position may be authorized for telework on an ad hoc basis. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position Position Description/PD#: Program Support Asst (OA)/PD460-01981-A 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, 08/21/2023. 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-06 position you must have served 52 weeks at the GS-05. 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. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Broad understanding of the general procedural functions of the administrative services in order to perform various non-routine assignments, such as locating and summarizing information from program files and documents as required or in anticipation of supervisor's needs. Ability to respond to fluctuating workloads and establish work priorities under sometimes stressful situations and to assume responsibility and work with minimal direct supervision. Knowledge of and ability to interpret VHA and Medical Center regulations, policies and procedures. Knowledge of personnel, fiscal and supply policies and procedures. Knowledge of functions of the Medical Center and a very thorough knowledge of the program in order to appropriately refer mail, telephone calls and visitors. Skill in communication in order to work with professional staff and other medical center employees. Knowledge of Medical Center and VHA directives in order to advise the staff of reporting requirements, etc. Knowledge of Medical Center and VHA correspondence policies and directives in order to advise the program Director and staff on proper correspondence format as well as knowledge of various VA forms in order to complete assigned tasks. Knowledge of statues and directives concerning Privacy Act of 1974 in order to appropriately release information. Skill and knowledge in taking and transcribing of meeting minutes. Knowledge of grammar, spelling, capitalization, punctuation and terminology commonly used in office settings to prepare material correctly from handwritten drafts or voice recordings, and knowledge of standard processing procedures, formats and distribution and retention policies for the correspondence or reports produced. Knowledge of computer processing procedures and function keys required to execute at least several basic office automation functions such as storing and retrieving electronic documents or files, activating a printer, inserting and deleting text, printing standardized paragraphs from a glossary, producing letters and memoranda in much the same way they would be typed on a standard typewriter, entering data into a predefined spreadsheet or database, retrieving data from specified electronic records, and transmitting and receiving electronic mail. YOUR RESUME MUST DEMONSTRATE THE REQUIRED SPECIALIZED EXPERIENCE 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 requires lifting and carrying up to 50 pounds. Requires walking, bending, reaching and carrying items such as supplies. Performs data entry and word processing using a personal computer. Normal effects of sedentary office work may occur to include the physical effects of repetitive motion and computer use. Work Environment: Work is performed in an adequately lighted and ventilated office setting. Incumbent on occasion must deal with disgruntled patients or family members as well as individuals that are receptive to situations that arise. 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

There is no educational substitution at this grade level.

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 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 US
• Name: Nicholas Stenta
• Email: [email protected]