The Program Support Assistant will provide direct program support for Facilities Management-Engineering Service, Assists to conduct activities to support program and serves as the primary contact person for administrative matters as required. Oversees tasks related to managing the Chief Engineer calendar and travel requirements.

Duties

The duties of the Program Support Assistant includes but is not limited to: PROGRAM ADMINISTRATIVE SUPPORT - 45% Serves as the primary contact person for administrative matters. Communicates through written documents, electronic communication, telephone, and face to face with all stakeholders while providing excellent customer service. Answers and screens telephone calls and visitors to the office of Chief Engineer; manages the Chief Engineer's calendar and travel requirements. Responsible for scheduling Service-related events, making conference room reservations, sending calendar invites, and developing agendas. Attends meetings of appropriate Boards/Committees as delegated; takes meeting minutes and collects applicable information; responds to questions related to Facilities Management Service and to report meeting content to supervisor. Communicates program related matters and/or specific policy information related to Facilities Management Service and assists in updating and/or developing policies and procedures. Serves as the primary point-of-contact on daily contract issues for the Facilities Management Service. Directly responsible for creating, processing and tracking purchase orders for all Facilities Management Service. Maintains running inventories of program and office supplies and equipment, orders equipment and supplies. Maintains confidentiality in communicating sensitive information and in handling confidential materials. Responsible for collecting, compiling, and/or tracking statistical and analytical information and preparing complex data/reports related to the administrative and technical aspects of the program. Performs as the primary timekeeper; assists Fiscal Service Timekeepers and when necessary, enters employee work tours, leave, etc. into the Veteran Affairs Time and Attendance System (VATAS) and/or AcuStaf. Works with the Administrative Officer (AO) to track exceptions and ensure employee adherence to federal timekeeping rules and union bargaining agreements. Types memorandums for advanced leave and facilitates employee Federal Medical Leave Act (FMLA) requests between employees and Human Resources (HR). Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all safety visitors and contractors as necessary. Coordinates appropriate outreach and marketing activities as assigned. FLEET PROGRAM ASSISTANCE - 35% Reviews and reconciles the information submitted by various Services to coordinate the use of fleet vehicles. Research applicable rules, regulations, and policies (i.e., Fleet Management Regulations (FMR), state license requirements, General Services Administration (GSA) regulations, Alternative Fuel Vehicle (AFV) requirements, etc.) to help ensure that the facility is always in compliance. Audits the documents for fleet vehicles for timeliness, accuracy and effectiveness. Ensures employees have a valid driver's license as mandated by VA requirements. Communicates VA policies and priorities to all employees using vehicles and equipment in the fleet. Orders VA license plates from the CEOSH website. Tracks all vehicle histories from time of purchase/donation to return/salvage/auction of each vehicle or equipment. Files all trip logs, credit card receipts, accident reports, and repair slips. Takes pictures, follow-up with drivers, track accident reports and repairs. RECORDS MANAGEMENT - 20% Implements the practical and technical aspects of office administration including supply management, purchasing, personnel administration, and file management by performing staff support in each of these areas. Works with Maintenance and Operations Supervisor and Chief Engineer to keep Personnel Protective Equipment (PPE) records up to date and compliant with VA, VHA, OSHA, and other required regulations. Work Schedule: Monday-Friday 7:00am to 3:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD91936A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 09/05/2023. 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: GRADE DETERMINATION GS-6 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. Specialized experience must include all of the following Organize data to generate reports; Prioritize and or Execute workload; Provide customer service. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationComputer SkillsManages and Organizes InformationManages Resources 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 mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, and lifting of equipment less than forty pounds. No special physical demands are required to perform the work. Work Environment: Work is usually performed in offices, meeting rooms, or similar settings involving everyday risks or discomforts. The work area is adequately lighted, heated, and ventilated. This position requires no exposure to tuberculosis, blood borne pathogens, body fluids, or other potentially infectious materials. 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 Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Henry Chen
• Phone: 646-469-5108
• Email: [email protected]