This position is located within the Health Administration Service for the Montana VA Health Care System and provides administrative support, assistance and/or research for all associated programs.

Duties

Duties include, but are not limited to: Serves as the primary timekeeper for the Health Administration Service. Coordinates the safe operation and maintenance of all vehicles and equipment; ensures maintenance records are kept on all vehicles and pieces of equipment assigned. Coordinates the scheduling of Service-related events, making conference room reservations, sending calendar invites and developing agendas. Maintain confidentiality in communicating sensitive information and in handling confidential materials; complies with all acquisition regulations, as well as all federal VA and local policies and procedures to support the organization's mission and needs. Reviews documents, reports and program applications for omissions and inconsistencies; proofreads/edits materials distributed by the specific program areas assigned to ensure that established rules of punctuation and grammar are followed. Reviews, analyzes and interprets incoming requests; recommends appropriate action or suggests appropriate alternatives, based on knowledge of internal operations, budgetary constraints and work priorities. Fosters good public relations when interpreting philosophy, policies/procedures, goals and objectives to staff, community agencies and the public; serves as Service liaison to external and internal stakeholders. Communicates through written documents, electronic communication, telephone and face to face with all stakeholders while providing excellent customer service. Attends meetings of appropriate Boards/Committees as delegated, with ability to respond to questions concerning related Service issues, and to report meeting content to supervisor; take meeting minutes and collect applicable information, follow-up and update meeting agenda items as necessary for future committee meetings/boards. Serves as the primary point-of-contact on daily contract issues for Health Administration Service and is the alternate/backup Contracting Officer Representative (COR) for any structural changes to contracts or negotiating managerial topics requiring decision-making. Creates, processes and tracks purchase orders for all Health Administration Service activities; manages fund control points associated and maintains running inventories of program and office supplies and equipment. Tracks financial, personnel, supply and other administrative transactions as the documentation flows through the Service in both electronic and paper form; identifies and recommends ways of eliminating, combining, simplifying and improving procedures and processes. Work Schedule: Monday-Friday, 8:00am-4:30pm Position Description Title/PD#: Program Support Assistant/PD13332A Physical Requirements: The work is mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending and lifting of equipment less than forty pounds. No special physical demands are required to perform the work.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc
• 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).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
• Per 5 CFR 330.502, general restriction on movement after competitive appointment applies.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-7 grade level: One year of specialized experience (equivalent to the GS-6 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: ability to work under pressure, prioritize and carry-out multiple assignments simultaneously; knowledge of accepted practices in communications (i.e., writing, editing, and organizing for logical, effective presentation); skill in effective oral and written communication to provide instruction, administer special projects and report findings to a varied audience; ability to extract information from various sources (US Bank, VATAS, GSA databases, etc.), choosing and using appropriate analytical tools and statistical methodologies; mastery skill level in established rules of grammar and punctuation; ability to analyze and solve problems in a positive, goal-oriented manner and to make clear well defined recommendations; knowledge of the complex record keeping requirements according to the National Records Control Schedule and VA Handbook 6300.1, Records Management Procedures; knowledge of commercial and federal transportation industry practices and procedures and the established regulations, requirements and techniques related to non-tactical and Government Services Agency (GSA) fleet management programs; ability to organize and prioritize work to meet deadlines for timely submittal of payroll data; knowledge of use of computers, VATAS Timekeeper's package and stand-alone, to collect and assemble data for statistical and administrative reports, and to input electronic timecards for payroll; skill in planning, determining priorities, problem-solving and organization knowledge of VA regulations, manuals, directives, VISN directives and healthcare system policies and all other VA publications; advanced skills in typing, calculator and personal computer; skill and practical experience in using computer software programs designed to compile and analyze data, develop reports and prepare written materials (i.e., Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Adobe Creative Suite, Outlook and VISTA); advanced knowledge and skill of government purchase card operations and advanced skills in purchase card orders and reconciliations according to established regulations and directives; thorough understanding of customer service principles and team concepts; ability to maintain the highest degree of confidentiality in all matters relating to the performance of all sensitive aspects of the 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.

Education

There is no educational substitution for the GS-7 level.

Contacts

• Address Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Allecia Munoz
• Phone: 352-213-8874
• Email: [email protected]