This position is in Nursing Services at Martinsburg, WV VA Medical Center. The incumbent provides clerical and administrative support to the Chief Nurse of their designated Nursing Service and unit Nurse Managers (NMs) within the assigned Nursing Service. The position reports directly to the Chief Nursing of the assigned Nursing Service.

Duties

Major Duties and Responsibilities: Clerical- Administrative Support The incumbent receives and screens incoming telephone calls and refers them to the appropriate staff when unable to resolve issue and/or concern demonstrating professional code of conduct and effective/polite communication to provide exceptional customer service. Maintains the Chief Nurse's schedule via outlook calendar and reschedules appointments needed/required by Chief Nurse. Schedules and plans meetings including space and auto-visual reservations, notifying attendees, preparing agendas, arranging meeting rooms, transcribing, and distributing minutes. The incumbent is responsible for transcription, routing, distribution, maintaining files, and uploading to Share Drive any minutes and/or documents from designated Nursing Service and/or assigned meetings within the overall Nursing Service. Prepares, routes, and tracks internal and external correspondence and documents and processes incoming and outgoing correspondence. Tracks all proficiency/performance reports, emailing NMs reminders of upcoming due dates and reporting reminders monthly in Chief Nurse/NMs meetings. Identifies ways to streamline and improve processes related to time management and record keeping ensuring accuracy, timeliness, and compliance. Human Resources (HR) Information Management and Technical Documentation Maintains competency assessment folders for the Chief Nurse, Nurse Managers, and other Nursing Service staff to ensure compliance with annual mandatory education/training and functional statement reviews Establishes and maintains Nursing Service local HR and personnel files, i.e., proficiencies, performance appraisals, disciplinary actions, patient issues, etc.… Ensures nursing database and spreadsheets are up to date to maintain service compliance. Knowledge of database/spreadsheet design and building as needed for EXCEL functions, tables, charts and/or graphs to ensure monitoring and tracking is maintained for clinical pertinence, leave usage reviews, service data collection, and other tracking for regulatory compliance. Prints Certificate of Eligibles lists from USAJobs/Selection Manager for management review. Assists with scheduling interviews for new positions by calling applicants and setting up interview room location. Scans interview sheets and any needed documentation into USAJobs/Selection Manager to facilitate efficient hiring practices. Advanced practical knowledge of database and reporting related to HR functions and IT access to generate reports and monitor data including VISTA access review and functions, MSS approvals of new positions, SF 52, position updates for appointment changes and promotions, and ensuring all documents for onboarding and departing employees is completed, scanned, and loaded into data base or efficient process and tracking. Enters, extracts, monitors, and corrects personnel data related to MSS approvals for new positions, SF-52s, and position updates. Staff Support and Process Control Responsible for key control, timekeeping, mail, IT requests, onboarding/access of new employees, ordering office supplies, correspondence control, and records management. Knowledge of key and supply orders to ensure timely entry and receipt to maintain production of service area par levels. Advanced practical knowledge of timekeeping to include VATAS and AcuStaf scheduling, coding and certification process for efficient and accuracy of employee timecards. Ability to use MS Word, Excel, Outlook, PowerPoint, TEAMS, copiers laptops, fax, and other essential equipment and programs. Resolves and/or assists in resolving a variety of complaints by patients and/or employees. Performs other duties as assigned. Work Schedule: 7:30AM-4:00PM Position Description Title/PD#: Program Support Assistant/PD23063A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

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, 02/14/2024 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assignments include a variety of standard clerical and support tasks in support of assigned Nursing Service. The work involves data entry and management, report generation, transcription and posting of minutes, writing correspondence, coordinating meetings, calendar maintenance, and assisting leaders and staff with a range of personnel actions. The employee handles most problems that arise, referring unusual and controversial issues to leadership. You will be rated on the following Competencies for this position: ClericalCustomer Service (Clerical/Technical)Information ManagementProcess ControlTechnical Documentation 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. 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

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.

Contacts

• Address Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Javay Holmes
• Phone: (202) 531-6350
• Email: [email protected]