The Program Support Assistant position is located within the Community Support Services Program, located in the Social Work Service Line at the James J. Peters VA Medical Center. The Program Support Assistant performs various administrative and clerical duties in support of the service.

Duties

Administrative and Clerical Assistance The incumbent assists and supports the CWT and homeless programs by performing a wide range of administrative and clerical duties to include, but not limited to: answering phones and inquiries from patients, staff, external sources; prepare written correspondence and reports for internal and external use; timekeeper duties; supply ordering; fiscal responsibilities; other duties as assigned. The incumbent anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives such as: unplanned staff shortage for coverage; supply chain disruption/backorder to maintain adequate office supply/ PPE for staff; budget concerns to cover costs of training/travel needs; and CWT veteran payments and takes or recommends the necessary action to prevent their occurrence. The incumbent manages multiple timelines and projects with the ability to effectively deal with frequent interruptions and changing priorities. In fulfilling duties, the incumbent communicates with all levels of service/care line management and staff, as well as with other hospital personnel in accordance with his/her independent judgment as well in as in accordance with instruction and guidelines issued by section management. The incumbent is responsible for receiving telephone calls and visitors to the area regarding matters such as directions, information for contacting various departments, services, and requests for changes. The incumbent must maintain confidentiality in communicating sensitive information and in handling confidential materials. Utilizes MS Word or comparable word processing software, MS Excel or other comparable spreadsheet software, MS PowerPoint or other comparable graphics software, and the Veterans Health Information & Technology Architecture (VistA) to access information in the Medical Center Computer System to perform duties. The incumbent prepares and tracks documents and correspondence to coordinate actions and close action items. The incumbent provides required documents within required timeframes for position management, hiring actions, FTE requests, and performance appraisals, including managing employee education/training records. Collects, compiles and/or tracks statistical information in support of program operations; receiving and processing documents and reports in accordance with established procedures; using sophisticated software applications to collate information from various sources; and assisting in the planning, review, and reporting of data/statistical results of program studies. The incumbent provides support to the CWT supervisor in collection, collation and maintenance of all data required to meet CARF and Joint Commission accreditation standards. Oversees logistics, planning, and preparation for meetings including scheduling, materials, travel and lodging arrangements, and special events. Prepares and distributes approved agendas, prep materials, and minutes of meetings. Provides administrative orientation and training to new employees within Community Support Services (CSS) programs. Training will include, but not limited to: Set up of voicemail; addressing and sending outgoing postal mail, Fedex, trackable mail options; assistance with yourIT requests for hardware/software needs to; training on how to enter time and leave requests. The incumbent serves as the timekeeper for Staff within Community Support Services and may serve as alternate/backup timekeeper for other Social Work Service T&L units. Fiscal Controls The incumbent is the section liaison to Fiscal Service for all matters directly related to donations to our General Post Fund, payroll processing for CWT veterans and other bookkeeping transactions. The incumbent is responsible for coordinating control point transactions for all accounts created, using the IFACP system, maintaining transaction and purchase records. The incumbent, under the CSS Manager and/or CWT Supervisor supervision and authorization, provides preparation of these accounts. The incumbent is responsible for preparing statistical records for Fiscal Service, balancing control point budgets and rectifying charge card accounts. ADPAC The incumbent functions as ADPAC, performing PIV sponsor/manager tasks and ADPAC activities. This responsibility requires significant ADP knowledge, including peripherals, software, and hardware. To provide training requires the temperament and skill to instruct others in the use of changing technology. Work Schedule: Monday-Friday 8:00am-4:30pm Position Description PD#: PD38941-O Physical Requirements: The work is mostly sedentary and often requires long periods of sitting, intense concentration, with multiple tasks simultaneously requiring attention and completion. The position requires the ability to walk various locations throughout the hospital when coordinating multiple administrative functions.

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. Specialized Experience GS-06 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Skill and demonstrated effectiveness in verbal and written communications; Knowledge and skill in managing transcription, video and other forms of technology; Experience in creating and managing suspense files for meetings and action Items; Extensive computer skills, including use of Microsoft Office and various other computer applications; Knowledge of and skill in effective fund control point management; Experience functioning as a timekeeper; and Experience in accounts management. This experience must be supported by your resume to be creditable. There is no educational substitution for the GS-06 level. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Kelli Bencic
• Phone: 716-458-6982
• Email: [email protected]