Marion VAMC is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans.

Duties

This position serves as a Program Support Assistant for the Center for Development and Civic Engagement (CDCE) under Voluntary Services. The position reports directly to the Voluntary Service Officer. The primary purpose of the position is to support the CDCE and Voluntary Service through its administrative and program support of the Red Coat Ambassador program, Guest Relations Information, Telecommunications and Navigation Operations, Escort Services, Parking Lot Shuttle Program and Wheelchair Management at the Marion VA Health Care System (MVAHCS). Major Duties and Responsibilities: Oversees front of house services and manages the Red Coat Ambassador program at the Marion VAHCS. Coordinates with Voluntary Services to ensure front of house coverage for both the Information Desk as well as the Park & Ride Parking Lot Shuttle Service. Provides front of house staff Red Coat Ambassador, wheelchair, and PMDB training. Ensures staff are prepared for rapid response and accident protocols. Maintains the safety of front of house facilities and tracks any safety concerns through JSPRs and work orders. Ensures front of house policies are enforced. Receives visitors, telephone calls, reviews, processes, and distributes incoming mail and correspondence. Ensures volunteers, patients, and visitors are knowledgeable of the layout of the medical center by providing directions, leading facility tours, and assisting patients and visitors to appointments. Performs periodic rounding in waiting areas, hallways, and community spaces throughout the medical center to identify obstacles to positive patient experience. Engages with patients to identify service recovery needs and cooperates with appropriate services to ensure patient needs are met. Reviews daily inpatient census reports and identifies newly admitted patients. Provides new patients with welcome information on the Marion VAHCS and its services. Ensures Emergency Department and other clinics have items frequently required by patients. Maintains the service calendar of administrative appointments, assists in the scheduling of meetings and conferences pursuant to the events of the Voluntary Service Officer's calendar. Assists the Voluntary Service Assistant in preparing and distributing agendas; tracking attendance, recording, transcribing, and preparing minutes; tracking action items; and receiving and organizing presentations and reports. Reviews outgoing correspondence for conformance with general policy, factual correctness, adequacy of grammar and related mechanical features. Establishes and maintains tracking log of incoming and outgoing correspondence and follows up on suspense dates to ensure that required actions and responses are made within deadlines. Enters electronic work order requests and monitors operation of office equipment such as fax machine, copy machine, etc. Assists the Administrative Officer in the implementation and usage of human and financial resources through CDCE and facility events. Screens prospective volunteers, both walk-in and telephone inquiries, and provides accurate information concerning volunteer opportunities and shares the correct process for becoming a volunteer. Refers inquiries properly. Assists the Administrative Officer in timekeeping duties by entering and maintaining time and attendance records for CDCE staff. Creates and modifies staff schedules and enters leave requests. Runs missing time reports, completes corrected timecards, coordinates with payroll to resolve issues, and resolves payroll exceptions. Acts as a resource for inquiries concerning timekeeping from service personnel when questions arise. Coordinates activities related to timekeeping such as computer training for employees. Works with sensitive documents within the office including various employee records containing personally identifiable information for performance appraisal, payroll, and timekeeping purposes. Acts as a Personal Identity Verification (PIV) Sponsor for CDCE staff. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: 8:00-4:30pm 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/PD102210 and PD102220

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/12/2024. 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-04 position you must have served 52 weeks at the GS-03. For a GS-05 position you must have served 52 weeks at the GS-04. 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 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: Utilizes computer software programs such as Microsoft Office programs and its advanced functions to improve the efficiency and/of effectiveness of office operations. Utilizes methods for automating reoccurring reports, considering the multiple uses of the data presented. Operates office automation equipment (copiers, printers, fax machines, scanners, ect. OR, Education: Applicants may substitute education for the required experience.To qualify based on education for GS-04 level you must have two (2) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. To qualify based on education for GS-05 level you must have Four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the second year can be used in combination with specialized experience to qualify for this grade. SCREEN-OUT ELEMENT: Your qualifications will first be evaluated against the prescribed screen out element, which usually appears as question 1 in the on-line questionnaire. Those applicants who appear to possess at least the minimal acceptable qualification requirement are considered for further rating; those who do not are rated ineligible and are eliminated. The potential eligibles are then rated against the remainder of the Job Elements: You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)Manages Resources 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 requires extensive walking, standing, bending, and carrying of items such as walkers, wheelchairs, pamphlets, signage, laptop computer and papers. While there will be times of sedentary work, the majority of the role requires physical movement 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.

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 Marion VA Medical Center 2401 West Main Street Marion, IL 62959 US
• Name: Christopher Turpen
• Phone: 615-225-3521
• Email: [email protected]