This position serves as the program assistant for the Police Service at the Michael E. DeBakey VA Medical Center (MEDVAMC), Houston, Texas and it's nine Community Based Outpatient Clinics (CBOC).

Duties

Receive and screen telephone calls and visitors. Receive incoming mail and makes the appropriate distribution within the service. Schedule appointments, interviews, meetings and conferences. Ensure the Chief is briefed daily on the day's activities and any matters or concerns about scheduled meetings. Receive requests for information or materials, assemble the material and provides it to the requestor. Analyze data and create daily and monthly reports on crimes and trends that occur on MEDVAMC property. Type letters, memorandums, reports, in-service policy memorandums and decision papers. Record minutes from meetings. Create charts and graphs that reflect the workload and caseload of the service. Serves as the primary timekeeper and is responsible for performing all time keeping duties for the Police Service, including overtime, callbacks, on-call, corrected timecards and leave tracking. Trains new timekeepers and assists in resolving issues of complicated timekeeping technical matters. Order supplies, equipment parts and/or service/repairs on equipment, organizes and prepares supplies for distribution, maintains purchase card records and invoices. Track all purchase card charges and maintaining accurate accountability to Fiscal. Reconcile all charged orders. Responsible for reconciliations requiring analysis of adjustments and corrective entries on the account. Compile and verify the accuracy of accounting data to prepare statements and reports, schedules, and comparative analyses of accounting transactions. Submits work orders for computer related malfunctions and coordinates the repairs. Order and organize all publications, forms and supplies used for the service. Serve as an alternate PIV Manager/Sponsor. Serve as the liaison with the Texas Department of Public Safety. Enter all Officers into the Veterans Administration Policy System (VAPS) and update badge/credential information. Assist in coordinating Police Programs and services to ensure consistency with JCAHO standards. Responsible for the preparation of Police Service policy memoranda. Update policies and procedures in compliance with VA regulations and the Office of Security and Law Enforcement (OS & LE) guidelines, laws and operating procedures. Serve as a Customer Service Representative and as a point of contact for clients, visitors and patients. Coordinate necessary travel arrangements for all Police Service personnel for scheduled seminars, conferences, and law enforcement training. Collect data, prepares and submits/transmits reports. Serve as the Service Records Control Representative maintaining filing systems, hospital publications, directives and regulations pertinent to Police Service. Compose and construct all correspondence, reports and other pertinent information. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm, subject to change based on the needs of the Agency. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD03641-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, 08/16/2023. 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. 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-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: Customer service; maintain office records and files; receiving phone calls and visitors; scheduling appointments; maintain office calendars and spreadsheets; coordinating travel arrangements; preparing and reconciling time and attendance checklists; order supplies, equipment part, service and/or repairs; reviewing documents for correct spelling, grammar, format and regulatory/policy; using automated programs such as Microsoft applications (Outlook, Access, Word, Excel, and PowerPoint programs. Note: This experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationComputer Skills 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 primarily sedentary, although walking, standing, bending, and carrying light items are required. Work is typically performed in an office setting, although occasional travel may be required between the different sites of the medical center and the outpatient clinics. 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 Michael E DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, TX 77030 US
• Name: Susan Reynon
• Phone: (808) 726-0496
• Email: [email protected]