The assistant position is located in Police Service Office of the Chief, at the Palo Alto Division, VA Palo Alto Health Care System. The incumbent provides administrative and clerical support to the Chief of Police and Deputy Chief of Police, Captains, and Administrative Officer.

Duties

Office Records Management and Tracking 50% The assistant position organizes office records in a timely and orderly manner; reviews documents and reports for proper disposition; performs on-going file maintenance of confidential records, ensuring that all Police records are places in the proper storage areas and accessed only by authorized personnel. Due to the voluminous amount of record keeping required by the Service, there is potential for large backlogs. The incumbent collects and compiles criminal statistical data from the local community, State and Federal government agencies regarding criminal activity surrounding VA facilities. The position identifies changes in trends from data collected and informs supervisor. Compile and prepare quarterly reports from this data for Environment of Care Committee. The incumbent is responsible for keeping on top of the records workload to guarantee proper availability of files and records to the Police Chief, officers and other staff; enters pertinent information into an automated tracking system, maintaining automated system of program-specific data to track suspense on items such as project milestones, progress reports, funding accomplishments, compliance strategies, etc. Maintains RCS-10 files, Daily Operations Journal, Uniformed Offense Reports; tracks and maintains all monthly reports due in the Police Service, Monthly and Analysis of Crime Statistics, and maintains calendars for the Chief of Police, training/meetings for all Police personnel, Annual Exams for Police Officers, and contact information/Call signs/Emergency Call back for Police Services. The incumbent maintains current Memorandums of Understanding (M.O.U.) with multiple outside Law Enforcement Agencies. Program Resources and Service Support 25% Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the organization. The assistant completes special projects in support of the technical/program activities of the organization. Assembles and summarizes data, background information and other materials from publications and varied sources. Arranges and coordinates with other services outside agencies and other entities for meetings, video conferencing, surveys, training, inspections, events, etc. Tracks, prepares documentation and makes appointments for all officers and their annual physical, psychological, treadmill and blood lab exams during all times of the year. Adapt guidelines as necessary to meet immediate program needs while being consistent with the intention of the guideline used. The incumbent will frequently have access/exposure to sensitive and/or graphic reports which require sensitive handling and confidentiality. Program Administration 25% Manages and coordinates the organization's office schedule and day-to-day operational plans. Incumbent maintains scheduling requests/reservations for service's Training facilities. Maintains schedule and reacts to unanticipated changes such as unannounced surveys, patient safety issues or priority issues of the Director, Chief of Staff or Associate Director. Maintains and informs the Chief of Police, Deputy Chief of Police, and Training Sergeant on administrative policy changes and resource utilization within the Police Service programs. Maintains administrative manuals and policies current as revisions are created, maintains current Police Standard Operating Procedures (SOP), researches Federal and State Statutes to update Health Care System Memorandums (HCSM). The position provides on-going training and assistance to new and incumbent personnel regarding office policies and procedures. Incumbent is responsible for all equipment assigned to the Service. Does annual inventory and advises officials on procedures for acquisition, repair, and disposal of equipment. Makes sure equipment requests are adequate, appropriate and required for program operation. Takes equipment and replacement equipment requests and assists the Chief and Police Service in establishing the equipment priorities. The incumbent assists the primary property custodian for the Service. The incumbent is responsible for helping establish and maintain a yearly accounting system for property, the correct disposition of property, and property when its value to the Service terminates. Work Schedule: Full time M - F, 08:00 - 16:30 Position Description Title/PD#: Program Assistant/PD06984O

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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 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. There is no educational substitution for the GS-07 level. 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

This job does not have an education qualification requirement.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Eugene Jacobs
• Email: [email protected]