This position reports to Social Work Service (SWS) at the VA Northern Indiana health Care System (610) serving Fort Wayne, Marion, and Mishawaka IN care sites. The incumbent works with Social Workers who work across multiple program areas throughout the Medical Center with particular emphasis working in support of homeless Veteran programs provided within SWS.

Duties

Typical assignments include serving as a front desk support clerk to check in and check out Veterans for their appointment with social work service programs. The incumbent will attend to Veterans walk-in appointments or those referred by other areas in the medical center. The Program Support Assistant will answer phone calls and provide appropriate responses to the caller. Provide a wide variety of administrative support and clerical tasks associated with supporting work performed in Social Work Service. Work closely with Veterans, Social Work staff, community partners, Housing Authorities, and other stakeholders to aid in the efficient functioning of the program. Serve as the primary fund control point clerk for Homeless Program FCP's. Research all policies, procedures, and other published documents as they pertain to Homeless Veteran Programs, to stay abreast on local, VISN and National guidelines. Integrates several types of software to generate specific working documents and forms such as spreadsheet, data base, word processing, desktop publishing, graphics, and other similar products. Selects appropriate system, application, and format. Team member in supporting the HUD VASH program in tracking HUD VASH voucher status and Veteran progress toward securing permanent housing. Lead/Co-facilitate weekly team meetings and receive status updates from staff which are reconciled with the VA Homeless Operations and Evaluation System (HOMES). Complete weekly review of HOMES reports to maintain and reconcile program records of voucher utilization. Track distribution of Homeless Program resources such as cellular phones, move-in kits, hygiene kits, and other donated items. Work directly with Homeless Program leadership to ensure accuracy of the database. Public Contact: Receives schedules, refers, and contacts members of the program and Medical Center staff. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information. Screens visitors to the Prosthetic service and makes referrals to the appropriate setting per program policy. Patient care coordination: Assists staff with arranging consultation, referrals, scheduling and cancelling meetings requiring Social Work/Specialty Program services and procedures within the VA Northern Indiana Health Care System Maintaining Calendars, Meetings & Schedules: Provides general calendar maintenance and clerical services. Schedules and arranges meetings or small conferences as requested and provides for administrative details. Independently schedules meetings for the Social Work clinical staff based on knowledge of preferences and current commitments. Maintains the appointment calendars, schedules meetings, reminds staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Mail, Correspondence, and Reports: 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, 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. Training Support: Performs training and support duties such as coordination, scheduling of training. Provides training, advice, and assistance to the supervisory team regarding completion of required reports or claims pertaining to state, federal, and medical center regulations, and policies (e.g., OSHA, Department of Labor, and Office of Workers' Compensation). Program Liaison: Acts as a Social Work Program liaison to other Medical Center programs such as Mental Health, Medicine, Primary Care, Safety, Human Resources and others. Maintains Community Nursing Home statistics and prepares periodic reports for Medical Center programs and standing committees. Work Schedule: Monday - Friday, 8:00 - 4:30. Schedule Subject to change based on needs of the Agency. Telework: This position may be authorized for AD-HOC (Employees who telework on an occasional, episodic, or short-term basis, and have completed required telework training and telework agreement.) (Portion of day acceptable) telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD027370 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, 01/19/2024. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: responsible for providing clerical, technical, or customer support; receiving and referring phone calls; communicating and treating customers in a courteous, tactful and respectful manner while providing consistent information according to established policies and procedures; and using computer programs to prepare documents. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four (4) years of education above the high school level in any field which high school graduation or the equivalent is the normal prerequisite? (Transcripts must be submitted at time of application). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have equivalent combinations of successfully completed post-high school education (beyond the second year) and specialized experience as described above, which meet the total experience requirements for this grade level. (Transcripts must be submitted at time of application) Proficiency Requirements: In addition to meeting experience or education requirements, applicants must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Clerk-Typist, GS-2/4; Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade): 40 words per minute typing speed1 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: Work is sedentary in nature. Duties regularly involve some walking, stooping, bending, and carrying of light items, such as files, computer printouts, etc. Occasional travel is required to provide support at conferences, workgroups, programs or meetings. Normal safety precautions are utilized as appropriate for office, hospital, and warehouse settings. Work Environment: Incumbent works in a health care office with the possibility of encountering ill and compromised patients. Normal duties are performed in an office setting, which has adequate heat, light and ventilation. Incumbent has direct daily contact with patients and members of the community. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Transcripts must be official or unofficial college transcripts. A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process. Your transcript must include your name and the name and full address of the institution.

If the position has an education requirement or you are qualifying based on education, you need to list your education history including the type of degree and your major of study. If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Kristi Davis
• Phone: 765-251-3688
• Email: [email protected]