This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Heath Care Network, Veterans Integrated Service Network (VISN 6), Durham, NC.

Duties

MAJOR DUTIES: Public Contact Work 25 % Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens the supervisor and staff member calls and determines if the call requires their attention. Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g., status of reports, suspense dates, procedural requirements). Maintaining Calendars, Appointments, & Schedules 25% Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, or arranging for meeting and small conference administrative details. Independently schedules supervisor/staff member time based on a knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required to include travel, hotel, airline and rental car reservations, conferences or meeting rooms, equipment, supporting materials, files and attendance for Chief and other staff. Mail, Correspondence, and Reports 20% Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and 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. Maintains both computerized and hard copy files of correspondence and transaction relevant to service operations. Office files are maintained to ensure quick retrieval and they contain certain accurate documented information are kept up to date. Operational Procedure Manuals are kept so that quick references can be accessed. Follows records disposal guidelines for files/records. Serves as timekeeper or alternate timekeeper for the Service Budget Administration/Procurement Support 20% Prepare specific phases of the Service operating and maintenance budget. Identifies and abstracts information from records for budget determinations and special studies and audits. Maintains appropriate spreadsheet records summarizing the financial activities of the service. Prepares a variety of scheduled and special reports. Researches records; collects, gathers, retrieves, extracts, compiles and consolidates accounting data and statistics; preparing required report(s) for the Service Chiefs signature within set timeframes. Is fully familiar with the use of all ADP programs in the discharge of fiscal activities. Receives budget allotments and serves as Fund Control Clerk -maintains and monitors budget fund control point data records of the service operations. May initiate purchase orders and advises vendors regarding delinquent accounts payable. Conducts appropriate follow-ups on delinquent orders/requisitions. Maintains purchases (2237) and property (CMR) records. Obligates funds for service expenditures, posting account increases/decreases to maintain current account balances. As needed, reconciles Service commitments and obligations in all fund control points. Office Supplies & Equipment 10% Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Performs other related duties as assigned. Work Schedule: Monday-Friday, 8:00am - 4:30pm Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD061230 Relocation/Recruitment Incentives: 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, 01/23/2024. 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-6 position you must have served 52 weeks at the GS-5. 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. 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. Proficiency Requirement: Clerk-Typist, Office Automation Clerk/Assistant and Positions with Parenthetical Titles of (Typing), (Office Automation) Clerk-Typist, GS-2/4; Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade): require 40 words per minute typing speed. 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 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing administrative functions, office operations and technology support for an organization; establishing and maintaining filing systems; experience using automated software applications such as Microsoft Office Suite (Word, Excel, Access and PowerPoint); typing letters, memos, reports; maintaining calendars and schedules. You will be rated on the following Competencies for this position:Attention to DetailCommunicationCustomer Service (Clerical/Technical)Operations SupportOrganizational Stewardship 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. It occasionally requires carrying light objects such as files, books, and papers. No special physical demands are required to perform the work.

Education

There is no educational substitution at this grade level.

Contacts

• Address Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Anisha Trice
• Phone: (804)675-5000 X8942
• Email: [email protected]