This position is located at the main campus of the Marion VA Health Care System and serves within the Police Service. The primary purpose of the position is to assist the Chief, Deputy Chief, Supervisors, Officers, and support staff of the Police Service in all clerical and administrative matters.

Duties

Duties include, but may not be limited to the following: Assist Chief, Police Service, and police management in all clerical and administrative matters. Prepares correspondence for the Chief, Police Service and Director's signatures on a continuing basis in response to congressional inquiries and members of the public. Reviews incoming correspondence to determine those that can be acted upon personally and takes necessary action. Reviews outgoing material for accuracy and completeness in accordance with established procedures. Compiles, maintains and prepares reports for dissemination of the completed products to various supervisors, department heads and top management officials. Prepares organizational charts, special reports for memoranda, forms, reports, letters and data from drafts of his/her own composition pertaining to the service. Collects data for submission of monthly, quarterly, semi-annual and annual reports., to include, but are not limited to, reports to the Environment of Care Committee, Personnel Actions, Travel Vouchers and Police Statistics. Reviews incoming, publication, regulations, and directives, which may affect the service, to determine which are of importance or interest to the Chief, Police Service, other police personnel and refers them accordingly. Perform the duties as the designated timekeeper for the section and maintains time and attendance records accordingly. Schedules meetings for the Chief, Police Service, and Deputy Chief. Arranges for conferences and meetings, including location, agenda, handouts, attendance list, and prepares the minutes for distribution. Maintains the calendar the Chief, Police Service and Deputy Chief, and schedules appointments and meetings upon own initiative, based on personal knowledge of workloads and current issues of importance. Files all paperwork in accordance with Records Control System 10-1. Files, maintains and accounts for all criminal and administrative reports, and other paperwork. Maintains current policies, manual, references where they are accessible of the VA Police personnel. Uses a variety of office automation software of the organization, to include Microsoft Word, Excel, PowerPoint, Visio, Publisher, Adobe Pro, VATAS. Develops methods for automating administrative reports considering the interrelationships of reports and multiple uses of data. Determines the best software type for each report (such as database or spreadsheet).Determines data categories to be established, sorting and calculating functions to be performed, and procedures for entering and retrieving data. Uses graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations. Accurately and promptly transmits and receives documents and messages electronically using PCs or workstations. Be aware of and respect the confidentiality of information in this service and handle all files, reports and inquiries accordingly. Incumbent is a purchase cardholder and complies with Federal and VA Acquisition Regulations and policies, as well as local procedures, including but not limited to the following: socioeconomic goals, mandatory sources, Central Contractor Registration (CCR), Federal Procurement Data Systems (FPDS), Item Master File, Vendor File, and Unauthorized Commitment and Delinquent Obligation. Reconciles purchase card charges within the established time limits. Resolves disputes of unknown or incorrect charges also within the established time limits. Inputs IFCAP order within one workday of purchase using the detailed order option. Maintains appropriate procurement and voucher documentation in compliance with VA Manual MP-4, Part X, Item No. 5-1c. Provides approving official with all pertinent purchase card documents for approval by the same. Work Schedule: Full-Time; Monday-Friday 8:00 am - 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD101540 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Bargaining Unit Status: This position is a American Federation of Government Employees (AFGE) Bargaining Unit position Travel Required: 25% or less

Requirements

• You must be a U.S. Citizen to apply for this job
• Subject to a background/security investigation.
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period.
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2023. 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. 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. Specialized experience includes, but is not limited to: Preparing correspondence for the Chief, Police Service and Director's signatures on a continuing basis in response to congressional inquiries and members of the public; scheduling meetings and/or arranging for conferences for the Chief, Police Service and Deputy Chief, to include location, agenda, handouts, attendance list, and prepares the minutes for distribution; transmits and receives documents and messages electronically using PCs or workstations; using a variety of office automation software of the organization, to include Microsoft Word, Excel, PowerPoint, Visio, Publisher, Adobe Pro, VATAS; and maintaining current policies, manual, references where they are accessible. NOTE: 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. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates and hour worked per week. AND Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience as described above, you must be able to type at least 40 words per minute. You will be rated on the following Competencies for this position: Analysis and Problem SolvingClericalComputer SkillsInterpersonal SkillsManages 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 is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment: The work environment involves every day risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffics signals, etc. The work area is adequately lighted, heated, and ventilated. 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 Marion VA Medical Center 2401 West Main Street Marion, IL 62959 US
• Name: Johanny Perez Napolitano
• Phone: (808) 758-9449
• Email: [email protected]