This position serves as a Program Assistant to provide Program and Project Coordination in addition to clerical, administrative, and technical program support work for the Recreation/Creative Arts Therapy Service (RT/CAT) at the VA New York Harbor Healthcare System (VA NYHHS). Reports directly to the Chief, Recreation/Creative Arts Therapy Service, but provides support to members of the service across three campuses of the healthcare system.

Duties

Duties include but are not limited to: Administrative Support 60 Percent Serves as a central point of contact to provide authoritative explanations of requirements, regulations, and procedures, and to resolve operational problems related to Recreation/Creative Arts Therapy Service. Responds to requests for information concerning Recreation/Creative Arts Therapy Service. Systematically prepares material so that it is immediately available for the department's need. Maintains service chiefs' calendar and coordinates reception of mail, telephone calls, and visitors to ensure a smooth flow of business in Recreation/Creative Arts Therapy Service. Screens mail closely to determine priorities and appropriate distribution within the department. Schedules appointments and meetings upon own initiative based upon personal knowledge of workload and current issues of importance. Responsible for paperwork management within the service. Maintain reports control file and/or suspense files for all Recreation/Creative Arts Therapy reports. Responsible for coordinating and managing an effective office system. Instructs applicable staff in areas of new techniques, policies, procedures, etc., and provides feedback on any associated problem in implementation. Advises professional staff, supervisors, and service program clerk(s) in the procedural aspects, deadlines required, and reporting requirements. Keeps managers informed of activities scheduled, as well as programs available and the general consult/referral guidelines, which may impact upon program or goals. Initiates timely feedback regarding problems in reporting systems, data collection, or any actions that interfere with accomplishing work. Summarizes and transcribes RT/CAT staff meetings for individual and/or combined campuses. Compiles necessary information to create RT/CAT Policy and Procedure Manual to ensure all current policies and procedures are available for employees' review. Maintains established schedule for review of policy and procedures which need revision and routes to appropriate staff for update or development of policy/procedure. Serves as control point clerk for three fund control points for operating supplies and services. Responsible for establishing and maintaining records for fund control points to maintain control of an annual budget utilizing both the VISTA IFCAP computer system and local RT/CAT procedures; is responsible for use and reconciliation of purchases for two credit cards. Advises management of financial and material needs/problems. Prepares and ensures correct submission of purchase requests, meeting deadlines required by These purchases are made using the Prime Vendor system and purchase cards. Maintains records necessary for providing accurate budget information and prepares AMIS reports. Reconciles account with Fiscal Service monthly. Inputs documentation into Training Management System (TMS). Monitors employee compliance. Responsible for submission of tuition support requests for training and/or travel, registers the participants, and makes any travel arrangements that are required. Ensures that all paperwork for new employees and other reports are completed appropriately, within designated timeframes and submitted to appropriate services. Maintains operation of office equipment such as fax machine, copy machine, etc. Evaluates office systems and procedures and makes recommendations to improve efficiency and productivity. Requisitions office supplies, forms, publications, and performs all similar office maintenance duties. As primary timekeeper is responsible for the preparation and timely submission of time and attendance reports as well as being a resource for inquiries concerning timekeeping from service personnel when questions arise. Serves as department ADPAC and coordinates interactions between staff and Office of Information and Technology (OI&T); utilizes EPAS; initiates PIV card access for department staff, interns, contractors and WOCs. Project Management/Program Support 40 Percent Assists in program development. Provides physical hands-on setup support for special events, programs, and regular activities (e.g. facilitation assistance with baking, room layout, decorating, etc.) Independently schedules and implements performances and special events with community partners and Veteran Service Organizations (VSOs), including making all necessary arrangements. Coordinates with clinical staff to ensure awareness of program and facilitate Veteran participation. Work Schedule: Monday - Friday 8:00am -4:30pm Virtual: This is not a virtual position. Position Description/PD#: / 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, 12/13/2023. 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-5 position you must have served 52 weeks at the GS-4. 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-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: Masters working knowledge of Recreation/Creative Arts Therapy concepts. Employee has knowledge and understanding of how RT/CAT service functions, and the personal and material resources required to meet the patient-centered goals of the service. Employee has knowledge of procedures applicable to the control, authorization, securing, and justification of office support services as well as budgetary guidelines and fiscal concepts. Incumbent has knowledge of grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports. Has the ability to prepare a wide variety of recurring internal reports and documents from information obtained by staff, files, and other sources. Has extensive knowledge of the duties, priorities, commitments, policies, and program goals of Recreation/Creative Arts Therapy Service, sufficient to perform assignments such as reviewing publications, directives, and other material which may affect Recreation/Creative Arts Therapy Service. Takes appropriate action to follow-up on matters which require action and/or responses. You will be rated on the following Competencies for this position: 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: See VA Directive 5019. 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.

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 VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: James Raczynski
• Phone: 929-317-0069
• Email: [email protected]