This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Martinsburg VA Medical Center, in the Nutrition and Food Services Department (N&FS) as the Program Support Assistant to the Administrative Officer, Nutrition & Food Service. The primary purpose of this position to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Service.

Duties

MAJOR DUTIES: Program Support (50%) Receives requests for information, advises when the information can be furnished, and provides it from files and records. Performs work involving the collection, compilation, and /or tracking of data and statistical information. Organizes data into databases or spreadsheets, Receives and processes documents and reports. Reviews documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Establishes, updates, and maintains office files and records. Keeps/types meeting minutes, agendas and reports. Collects, assembles, and compiles data for recurring, special, and one-time administrative and management reports. Establishes suspense dates and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates. Performs database file searches. Prepares, executes, and/or tracks program specific information. Performs office automation duties using such software applications. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Uses word processing software to execute several office ­automation functions. Uses spreadsheet software to develop and change spreadsheets in order to graphically display data. Uses email to compose and retrieve correspondence and electronic calendar to access the service Chiefs schedule. Uses VA software program to access information in the Medical Center computer system. Uses patient electronic health care record to access and retrieve confidential patient information to facilitate contact and scheduling of patient appointments and consult management. Schedules nutrition clinic appointments, prepares appointment confirmation letters, and enters appointment data. Serves as the primary ADPAC and TMS Administrator for NFS. Assures NFS employees are up-to-date and have met all mandatory training. Orients and trains all NFS employees on computer use. Acts as a liaison between Ol&T, and other services such as Employee Education Services. Serves as service resource person to troubleshoot computer hardware problems, resolve software problems, and work with Ol&T to upgrade computer functions. Prepares and submits documentation for training and travel episodes. Serves as back-up purchase cardholder and Budget Technician. Clerical Support (40%) Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens calls for the supervisor and staff members and determines if the call requires their attention. Provides follow-up on requests for information. Schedules appointments, coordinates meetings, and/or arranges conferences. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to meetings, and makes administrative arrangements. Contacts and schedules outpatient appointments in nutrition/dietitian clinics. Composes and prepares appointment confirmation letters and enters appointment data utilizing software programs. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines and meeting minutes, develops standard or form letters and replies to inquiries. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Researches files and assembles background information on the subject of incoming material prior to referral. Prepares official documents such as SF52's for all employee changes in duty. Timekeeping (10%) Serves as official timekeeper for the site and maintains service record cards for all employees. Notifies supervisors when leave limits are exceeded. Posts employee/contracted personnel time and attendance on a daily basis. Processes corrected timecards when necessary. Develops programs for monitoring employee time and attendance. Maintains appropriate and timely timekeeping mandatory training. Tracks daily attendance, overtime and unscheduled hours per employee. Posts timecard exceptions in a timely manner. Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved. Work Schedule: Monday - Friday 8:00a - 4:30p Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD99930S Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/16/2024. 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-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: Experience in an administrative support role as a Program Support Assistant, Administrative assistant, secretary or typical admin support role in an office, or hospital setting providing administrative support to individuals in leadership positions. Comprehensive experience with various administrative/clerical tasks on a periodic and/or routine basis such as but not limited to: Writing correspondences, memos, report gathering, records management, data entry and Time keeping etc. Skill in oral and written communication. Extensive and thorough experience with Microsoft Office tools such as Word, Outlook and PowerPoint and other administrative Computer base programs and applications. Experience in in providing Customer Service to a multitude of individuals regarding complex and general inquiries that include, Clinical staff, Patients, and other stakeholders. Skill in performing routine tasks independently with little to no supervision. Experience gathering information for various reports, preparing reports for leadership. Knowledge and experience with a range of federal, human resources and personnel support policies, procedures, and computer applications to initiate and track requests, access recruiting documents, maintain and track files, and advise service line staff of various processes and procedures. Knowledge of the processes and procedures involved in requesting and maintaining office supplies and equipment. You will be rated on the following Competencies for this position: CommunicationComputer SkillsInterpersonal SkillsManages and Organizes Information 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 work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. No special physical demands are required to perform the work. 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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Shannon Payne
• Phone: 3042630811
• Email: [email protected]