The Program Support Assistant (PSA) assigned to the Primary Care service line at the Wilmington VA Medical Center located in Wilmington, DE. This position reports to the Business Manager of the service line. The incumbent provides administrative support to the leadership of specific departments. The incumbent receives assignments from the Business Manager of the Primary Care service line,

Duties

Obtains, sorts, reviews and distributes incoming mail, publications, regulations and directives to the appropriate staff with appropriate notation as to who is to prepare response, how reply is addressed, for whose signature, etc. Maintains the Service Chief's calendar (meeting and conference schedules) to include the scheduling of meetings and the reserving of meeting locations. . The incumbent is responsible for attending appropriate acquisition training and signing VA Form 0242, Government-wide Purchase Card Certification, to become the contracting officer for any purchases made with the VHA purchase card. The VHA Purchase Cardholder is responsible for complying with all Federal VA and local acquisition regulations to include procedures outlined in VHA Handbook 1730.1 and Medical Center Memorandum #90-31. Orders supplies, maintains fund control data, recommends increases or decreases in funding for the Fund Control Point to leaders. Prepares, maintains, and submits electronic timecards for designated staff; reminds approving official of deadline to approve timecards. Maintains a filing system of correspondence, manuals, regulations and documents, files reports appropriately. Maximizes staff and faculty compliance with VHA Primary Care Program Office and Medical Center policies and training by distributing new VHA regulations and directives and informing them of training requirements and deadlines; enters employee training records in TMS . Uses word processing software and printing equipment to create, copy, edit (i.e., make insertions or deletions or move material from one place to another), store, retrieve and print a variety of documents using a glossary of prerecorded formats, letters, standard paragraphs, and mailing lists. Assists in the summarization of reports to the leaders and other staff and assists in the tracking of financial obligations made through IFCAP, The data and reports are used to plan budgets, determine obligations and prepare for new programs. May be assigned other secretarial, administrative and clerical duties within the scope of operation of the program to include temporary detail to other secretarial positions and backup coverage for duties performed by other secretarial/clerical staff. . Keeps/types meeting minutes, agendas and reports. Provides clerical support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Work Schedule: Monday -Friday 8:00AM to 4:30 PM Telework: AD HOC Position Description/PD#: Program Support Asst (OA)/PD026190

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/04/2024. 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 described below: Preferred Experience: Two years customer service experience and two years office systems (Microsoft Office) experience. 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: Receives and screens all incoming email and telephone correspondence for the assigned services, Veterans and/or family members, contractors, and the public involving technical, complex, and confidential matters. Accurate recording of messages and prompt disposition of inquiries is essential, as well as accurate recordkeeping of incumbent's actions taken regarding inquiries and correspondence. Uses independent judgement in determining the nature of the correspondence and assessing those that he/she can handle without prior approval, those to be referred to the staff for appropriate action, and those requiring immediate attention to be directed to the appropriate staff, management, or Director. The incumbent is authorized to provide and/or determine a contact's right and need to information. Obtains, sorts, reviews and distributes incoming mail, publications, regulations and directives to the appropriate staff with appropriate notation as to who is to prepare response, how reply is addressed, for whose signature, etc. Receives and reviews all outgoing correspondence from the services that require signatures. Provides expert review for proper format, adherence to procedural instructions, grammar, typographical errors and necessary enclosures. Completes and distributes meeting and conference schedules. Provides logistical support for programs, meetings and events, including room reservations, room set-up, agenda preparation, materials printing and calendar maintenance; supports the coordination of travel arrangements, as needed. Skills of a qualified typist are required to perform word typing duties with office automation systems. Types and/or composes various kinds of correspondence to include memorandums, routine and non-routine correspondence reports, policies, and congressional and VHA responses, manuscripts, protocols, proposals, performance measures, narrative reports, evaluations, budget reports and similar materials in the approved VHA and/or Medical Center format. Takes and types minutes of meetings; transcribes recorded dictation. Keeps accurate employee time records for all of the staff assigned to the office. Prepares, maintains and submits electronic timecards for designated staff; reminds approving official of deadline to approve timecards. Orders supplies, maintains fund control data, recommends increases or decreases in funding for the Fund Control Point to leaders. Advises the management staff on the purchasing and supply management to the staff. Updates the office's supply sources catalog; purchases supplies for field staff, purchases allowable equipment and approved subscription services for program operations. Reconciles payment charge from the contractor in regards to purchase card transactions. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationComputer SkillsFinancial ManagementManages 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 primarily sedentary in nature and requires occasional walking, standing, bending and carrying of light items such as books, papers, medical records, etc. Occasional commuting between the Medical Center divisions and the local affiliated institution is required. 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/. ****All required documentation must be uploaded before the announcement closes, to support eligibility.****Failure to submit documentation will constitute the application being categorized as incomplete and therefore ineligible for referral.

Education

There is no educational substitution at this grade level.

Contacts

• Address Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 US
• Name: Adrian Holmes
• Email: [email protected]