This position can be located in any administrative office within the Mental Health Service at the Washington DC VA Medical Center. The purpose of this position is to perform substantial administrative and program support work for the assigned service at the DC VAMC.

Duties

Program Support Contributes to service-level process improvement plans, reviews policies for compliance, and data tracking for service. Manages Outlook calendar and schedules meetings on behalf of service level chief. Serves as a resource for program/service-level information. Resolves problems related to administrative and clerical work. Assists in the preparation of staff meetings within service to include sending meeting invitations, arranging space to hold meetings, and preparing data and reports for productive discussion. Provides program support to all components of assigned service to include bed management assistance for inpatient units. Coordinates and supports special events and activities. Interacts with representatives of community partners, stakeholders, and veterans inquiring about receiving services or being referred for treatment within service. Acts independently as a liaison with logistic management services/SPD personnel to ensure supply ordering activities follow their guidelines/established protocols. Orders office supplies, and processes and manages the inventory level of items to ensure the staff has the necessary tools to perform administrative duties. Completes appropriate documentation in an accurate and timely fashion, and maintains accurate and complete records of supplies and equipment ordered, if applicable. Administrative Support Performs a variety of duties in support of data entry, collection, analysis, and preparation of reports for the service. Coordinates and collects patient and program clinical indicators, threshold, and performance measures. Produces various reports to high levels of management including service and facility leadership. Uses database programs, creates and manages various tables, spreadsheets, queries, and reports for use in reporting statistical data to higher levels of management. Extracts and compiles data from patient medical records. Functions as an administrative support person to facilitate and troubleshoot administrative issues within the assigned area of service line. Assists in customer service and patient advocacy issues, including helping with follow-up to ensure a satisfactory resolution. Manages telephone calls and visitors tactfully and diplomatically following DC VAMC customer service protocols. Finance / Funds Control Performs administrative tasks in areas of human resources management, budget and financial management, procurement, contracting, and supply management. Procures general supply or other logistics items for service. Prepares purchase orders and requests. Resolves procurement-related issues and escalates issues to the administrative officer. Composes, reviews, and edits, monitors and advises on correspondence, and serves as a liaison in a capacity of individuals and/or groups outside the agency. Performs others duties as assigned. Work Schedule: Monday to Friday, 8:00 a.m. to 4:30 p.m Eastern Standard Time Telework: This position is authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA) / PD21038-O 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, 10/18/2023. 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 grade level. 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: assisting in the preparation and scheduling of staff meetings, coordinating and supporting special events and activities, resolving problems related to administrative and clerical work, ordering office supplies and managing the inventory level of items, composing, reviewing, editing and responding to correspondence, and performing a variety of duties in support of data entry, collection, analysis, and the preparation of reports. You will be rated on the following Competencies for this position: AccountabilityCustomer Service (Clerical/Technical)Database AdministrationInterpersonal SkillsOral Communication 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. Proficiency Requirement: In addition to meeting the experience requirement, applicants must possess a typing speed of 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Physical Requirements: The physical demands of the position involve walking, bending, and carrying light items such as paper and books. Strenuous physical activity is not required. 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 Washington VA Medical Center 50 Irving Street, Northwest Washington, DC 20422 US
• Name: Melonese Martin
• Phone: 210-996-7135
• Email: [email protected]