VA Boston Healthcare System's Social Work Service is seeking a Secretary to provide administrative and clerical support for the HUD-VASH program at the Jamaica Plain, MA campus. This position is full-time at 40 hours per week.

Duties

This position is located with the HUD-VASH Program of the Healthcare for Homeless Veterans Program (HCHV) based at the Boston VA Medical Center in Jamaica Plain, MA. The role of the position will be to assist the HUD-VASH Program Manager, Supervisors and HCHV Director to fulfill the outreach, clinical, research, and teaching missions of this complex service, with the principle objective of optimal utilization of staff, space, equipment, and operating funds. In exercising this responsibility, the employee utilizes a wide range of management skills and analytical techniques to address the immediate and future organizational needs of the program. Duties include but are not limited to: Provides administrative coordination for the HUD-VASH Program at 3 sites: Jamaica Plain, Brockton and the Causeway Street CBOC in addition to the 3 project based residences located in Boston and Brockton, MA. Provides personnel management and administrative support to the HUD-VASH Program staff. Works in conjunction with the administrative staff of VA Boston Social Work Services. Oversees and manages budgetary concerns for the HUD-VASH and other HCHV programs and tracks FCPs, expenditures and invoices helping to procure office supplies, program-related supplies and administrative services. Assists HUD-VASH Program Manager with overall administrative management of the program including events and special projects. Interacts with Veterans experiencing homelessness, staff and all customers quickly assessing immediate needs and referring to appropriate resources as well as intervening in crisis situations when needed. Treats all in a tactful and respectful manner while answering inquiries. Prepare recurring and nonrecurring reports and program documents aimed at housing Veterans experiencing homelessness in the HUD-VASH Program and takes minutes at applicable meetings.. Assists applicable HUD-VASH staff to manage referrals and interest lists quickly and systematically to assign cases and monitor various lists and employee productivity. Ability to complete accreditation board requirements including CARF, JCAHO, etc. Verifies funds availability prior to making purchases and documents all transactions. Coordinates and ensures timely completion of all requirements for new HUD-VASH and Healthcare for Homeless Veterans Program (HCHV) employees including all initial trainings, technological equipment, approvals for company vehicle usage and ID assignments. Serves as the timekeeper for the HCHV and HUD-VASH Program staff. Coordinates and ensures timely completion of all onboarding and out-boarding employees as they are entering and exiting employment at the VA. Work Schedule: 8:00am-4:30pm Compressed/Flexible: Not Available Telework: Authorized at Supervisor's discretion. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)-Hud Vash/PD023430 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Notifications: This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. This position is AFGE Bargaining Unit position. This position is covered by locality-based comparability pay. Time-in-Grade Restriction: 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. The grade may have been in any occupation but must have been held in the Federal service. Incomplete applications will not be considered.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/05/2023. 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-6 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: Maintains the Managers' calendars, with authority to make commitments. Provides personnel management and administrative support. Schedules appointments, coordinates meetings, and/or schedules conferences. Maintains and displays necessary files, memoranda, bulletins. Arranges travel; completes and routes necessary forms required for authorization and funding of travel, including requests involving special procedures (e.g. foreign travel, acceptance of contributions incident of training, etc.) Serves as a timekeeper. Maintains employee service records and files and inputs personnel actions, using electronic Human Resources system. You will be rated on the following Competencies for this position:Administration and ManagementComputer SkillsCustomer Service (Clerical/Technical)Financial ManagementProblem SolvingQuality Management 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 incumbent works with individuals at all levels within the organization and must work multiple projects simultaneously. The ability to handle conflicting priorities and tight time frames is required. Training and educational programs require a sustained level of positive energy and management of group dynamics. Work is mostly sedentary, with much reading, research, and computer work, although the work also involves a moderate amount of walking, standing, and carrying light items such as books and papers. The work requires the use of personal computers and office equipment, so a degree of manual dexterity and visual acuity sufficient to use these tools is 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 VA Boston Healthcare System 940 Belmont Street Brockton, MA 02301 US
• Name: Diane McClure
• Phone: 774-826-4912
• Email: [email protected]