The Voluntary Services Assistant is a highly visible position to the public and requires excellent customer service skills. Voluntary Service is a complex work unit, which routinely requires extensive coordination and communication outside this Medical Center including, Veteran Service Organizations, businesses, schools, and other community organizations. Prepares recruitment and other marketing information for Voluntary Services, greets the public in person and by telephone.

Duties

The Voluntary Services Assistant is responsible for completing the following duties/responsibilities: Performs Work-Related to Voluntary Service Program 75% Assists with program support for the facility's Volunteer Service program. Assists in coordinating facility's volunteer activities. Inputs volunteer hours in the Voluntary Service System (VSS) computer system and serves as backup Program Support Assistant Voluntary Service. Serves as the official recorder for the quarterly VAVS Committee meetings. Ensures minutes are accurately typed using correct format, properly routed for signature, corrections made as necessary, promptly taken to reproduction, and mailed to all national and local recipients within established time frames. Submits work orders and orders office supplies. Accepts donations from organizations and visitors, issuing receipts for funds, and preparing information for acknowledgements and thankyou letters using VSS. Liaison for the Community Based Outpatient Clinics (CBOC). Assist Veterans as needed and performs other duties as assigned including those that may be associated with VAVS and Voluntary Service activities. Promotes and effects positive relations between VA staff and the large complement of voluntary workers. Acts as immediate liaison between volunteers and staff to keep them informed of rules, policy changes, as well as initiate needed record keeping as required for reports and evaluations. Maintains up-to-date files and data on regularly scheduled and occasional volunteers in the VSS - web-based software package volunteer record keeping. Processes accurate computer entries for a variety of computer programs with the ability to interpret and utilize, VISTA and other computer programs such as Microsoft Word, Microsoft Outlook, Microsoft Publisher. Records monetary donations in proper General Post Fund and enters data on material donations into the VSS system. Has knowledge of the VSS Voluntary Timekeeping System for the collection of information on volunteers. Develops Communications Materials 25% Develops and prepares written recruitment, informational and other information for the volunteer program. Basic knowledge of written and oral communication techniques. Interpersonal relation practices acquired through experience, training, and skill in applying and adapting such knowledge is required. Possesses knowledge and skills in dealing with individuals from all ages and has the ability to interpret information on age related changes. Anticipates the changing of programs and new programs, which will arise as a result of the aging Veteran population. Organizes the student volunteer program consisting of scheduling of volunteers and providing orientation. Assists volunteers with signing in and entering their hours on the VSS. Calls volunteers to fill in on assignments when regularly scheduled volunteers are sick or on vacation and there is an immediate need to fulfill duties. Assists with preparation of information and guidance materials for volunteers and representatives of volunteer organizations on the VAVS Committee, staff orientation, and education in VAVS. Assists in maintaining an accurate filing system on all volunteers and ensures all training, PDs, and pertinent documents are filed in the volunteer personnel folders. Assists with planning of a variety of programs such as Veterans Day, National Salute to Hospitalized Veterans Day, Volunteer Recognition and Awards Program, volunteer orientation and training, and others as required by the Chief of Voluntary Service and attends special events, recognitions, or ceremonies as necessary. Assists with guests, ordering of flowers and food, arrangements for serving refreshments and setup of events and assists with planning of the VAVS Committee meetings. Performs other related duties as assigned. Work Schedule: This position is Monday - Friday, eight hours/day, hours varies. Final determination will be at management's discretion. Position Description/PD#: Voluntary Services Assistant/PD02596A Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/18/2023. 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 05 position you must have served 52 weeks at the GS 04. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative clerical support functions supporting programs, coordinating special events, customer service with staff, patients, and public; assisted with gifts/donations programs, assisted with volunteer programs, reviews/distributes written correspondence. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have At least four (4) years of education above high school level. One year of full-time undergraduate study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business or technical school. This education must been obtained in an accredited college or university. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond Equivalent combination of experience and successfully completed above high school education as (stated above) to meet total experience. To calculate the combination of education and experience, determine the amount of experience you have as a percentage of the experience required for the grade level. Then determine the amount of education in excess of the amount required for the next lower grade level is qualifying. Add the two percentages; the total percentage must equal at least 100% to qualify for the grade level .. You will be rated on the following Competencies for this position: ClericalCustomer ServiceVeteran and Customer Focus 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 job requires some lifting (not to exceed 25 lbs.), writing, attendance at meetings, and verbal communication in person or on the telephone. Incumbent must be able to hear conversational tones to determine the effect of the conversation. Incumbent must be able to speak clearly. Incumbent must be able to perform a considerable amount of walking, standing, bending, lifting and carrying light to moderately heavy objects. Organizing activities and presentation often requires lifting and transporting weighty pieces of equipment, brochures, etc. In addition, there is a recurring need for prolonged standing at special programs. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 US
• Name: Amanda Griffin-Fikes
• Phone: 216-791-2300 X42198
• Email: [email protected]