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

Duties

Major duties include, but are not limited to: Receiving requests for information, advising when the information can be furnished, and providing it personally from files and records or follows up with staff to see that it is provided. Performing work involving the collection, compilation, and/or tracking of data and statistical information in support of the NFS (Nutrition and Food Services) program operation. Reviewing documents and reports for completeness and entering pertinent information into an automated tracking system or creating spreadsheets/databases to track them. Preparing a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Keeping/typing meeting minutes, agendas, and reports. Establishing files, maintaining, purging, and disposing of administrative and/or medical records/files in accordance with regulations and procedures. Preparing, executing, and/or tracking program specific information. Performing office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics. Assisting other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Using word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text; formatting letters, reports, and memoranda; and transmitting and receiving emails. Using spreadsheet software to develop and change spreadsheets in order to graphically display data. Using patient electronic health care record to access and retrieve confidential patient information to facilitate contact and scheduling of patient appointments and consult management. Scheduling nutrition clinic appointments, preparing appointment confirmation letters, and entering appointment data. Serving as the primary ADPAC and TMS Administrator for NFS. Acting as a liaison between OI&T, and other services such as Employee Education Services. Serving as back-up purchase cardholder and Budget Technician. Receiving, scheduling, referring, and contacting members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Providing clerical contact support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Supplying requested information to employees on status of reports, suspense dates, procedural requirements, time and pay, etc. Providing follow-up on requests for information. Maintaining the appointment calendar, scheduling appointments, reminding supervisor/staff members of the subject matter prior to meetings, and making administrative arrangements as required. Assisting the Chief, Nutrition and Food Service and other managers in handling all Union and Human Resources correspondence and personnel management documentation. Contacting and scheduling outpatient appointments in nutrition/dietitian clinics. Performing the following types of duties: editing letters, composing letters and reports, reviewing correspondence for accuracy and completeness, preparing public presentation outlines and meeting minutes, developing standard or form letters and replying to inquiries. Tracking, ordering, delivering, and maintaining office supplies. Running office/administrative errands and retrieving administrative items. Serving as official timekeeper for the site and maintaining service record cards for all employees. Posting employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software. Monitoring and tracking FMLA usage and notifying supervisor when usage exceeds what is approved. Work Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD047220 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, 01/26/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. 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. You may qualify based on your experience 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: Compiling statistical data. Preparing data driven reports. Preparing written correspondence. Procuring supplies and equipment. Routing incoming phone calls to appropriate staff. Posting time in Computerized time and attendance system. You will be rated on the following Competencies for this position: ClericalControl of FundsCustomer ServiceInformation ManagementWriting 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 and may require some walking, standing, bending, carrying and/or lifting of light items like papers or books. The work requires light to moderate levels/times performing keyboarding to prepare correspondence. 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 Malcom Randall Department of Veterans Affairs Medical Center 1601 Southwest Archer Road Gainesville, FL 32608 US
• Name: Sarah Brown
• Phone: 407-631-8455
• Email: [email protected]