Serves as the principal Administrative Assistant for the Chief, Social Work & Community-Based Services and the VA Ann Arbor Healthcare System's Hoptel Lodging Program and is a key to carrying out and coordinating all the clerical and day-to-day administrative support activities of the Service. Will work with the Chief, Social Work & Community-Based Services and the Administrative Officer for the Service.

Duties

Provides administrative, technical and management expertise for Social Work & Community-Based Services to include: Non-Institutional Care, Contract Nursing Home, Contract Adult Day Health Care, Medical Foster Home, Caregiver Support Program, Decedent Affairs, VIST/BROS, and the Hoptel/Community Lodging Program, Social Work & Community-Based Services leadership and associated staff members. Responsible for specialized work encompassing activities to include: information management, data gathering, analysis, tracking, trending and reporting, processing recruitment requests, Contracting/COR, procurement, fiscal duties to include budget/control point expenditure monitoring/tracking, MSW Student Training Program, Hoptel/Community Lodging Program, Service Timekeeping, and Records Management. Researches and/or analyzes problems, issues, or program requirements relevant to the Hoptel/Community Lodging and MSW Student Training Programs. Reviews information and applies standard analytical techniques, develops recommendations, and collects, compiles, and tracks data and program information as applicable. Responsible for integrating knowledge of specialized processes, resources, terminology, with administrative skills to improve efficiency of office operations. Responsible for designing, delegating, and monitoring office procedures that support the Chief, of Social Work & Community-Based Services with ability to perform several tasks and requirements consecutively in a fast-paced deadline driven environment. Serves as the Contracting Officer Representative (COR) and is the focal point on Hoptel/Community Lodging and administrative matters and provides guidance and assistance to others facilitating an open exchange of ideas and fosters an atmosphere of open communication. Analyzes workflow to determine potential problem areas and make recommendations to correct these areas to improve coordination between the various units, offices or Programs. Identifies and recommends ways of eliminating, consolidating, simplifying, or improving procedures and processes. Responsible for preparing agendas for meetings and conferences, provides administrative and logistical support for internal and/or external meetings and conferences, provides support to the office by independently answering, directing and/or responding to telephone and in-person inquiries, and transcribes and prepares meeting minutes. Responsible for maintaining the Chief, of Social Work & Community-Based Services calendar and schedules appointments based on knowledge of interest and commitments. Plans, directs, and coordinates the administrative affairs of the Service Chief to assist in facilitating the day-to-day activities. Responsible for preparing travel itineraries, make reservations for hotel, airline and ground transportation, and other services for Service personnel to include preparation of travel orders using an automated system. Maintains time and attendance records to ensure timely payroll and leave accrual/usage and prepares the social work on-call schedule. Responsible for developing and managing an elaborate database to track recruitment status and staff member professional credentials/requirements are maintained and adhere to VHA and State regulations and to ensuring that the employee six part folder is complete, accurate, and up to date regarding professional licensure, Competencies, Assignment of Functional Categories, Functional Statements/Position Descriptions, Performance Standards, BLS certifications, and TMS requirements sending notifications accordingly. Will work with the Chief, Social Work & Community-Based Services/Social Work Executive on the processing of all social work Professional Standards Board Actions. Reviews correspondence for correct grammar, punctuation, syntax, and format on behalf of the Chief, of Social Work & Community-Based Services and Office staff. Prepares documents in final format types correspondence, reports or similar material from brief notes to include awards and Congressional responses for the Chief and/or Director's signature. Must have advanced knowledge of Microsoft Word processing software to prepare correspondence, memorandums, and other typed documents, Microsoft Excel to develop, maintain, and compile statistical data for reports and prepare results in the prescriber manner of reporting, Microsoft Outlook to send and reply to customer email, and PowerPoint software to create slides for presentations. Work Schedule: Monday-Friday (8:00 am to 4:30 pm) Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD013360 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, 08/23/2023. 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-7 position you must have served 52 weeks at the GS-6. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Working experience with clerical and administrative duties; customer service; planning and accomplishing a variety of difficult and complex work assignments; receives, reads and reviews all incoming correspondence and determining appropriate action; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; experience conducting analytical reviews; providing a broad range of administrative program support and assists with a wide range of clinical, clerical, budget and timekeeping requirements; knowledge of the FPPE/OPPE process; knowledge of credentialing and privileging providers; preparation of purchase orders and reconciliation of invoices and discrepancy/dispute resolution as a purchase card holder; uses various software systems (excel, word and outlook); uses devices such as computers and printers to fully do one's job; and uses various forms and formats to complete administrative requirements. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsContracting/ProcurementManages and Organizes Information 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 involved is primarily sedentary in nature and involves dealing with persistent demands from a variety of sources that can be regarded as multiple competing demands. There may be some walking, standing, bending, and carrying of light items is involved in hand delivery and pick up of documents and files. It involves the frequent use of office equipment including the telephone, copier, personal computer, printer, and V-Tel equipment. Expected to use proper preventative ergonomic techniques to perform duties. 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

There is no educational substitution at this grade level.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Jessica Kidd
• Phone: 734-596-3177
• Email: [email protected]