This Program Support Assistant position is assigned to the Veterans Affairs Healthcare System Engineering Services by performing administrative support work for Engineering Service professional and operational staff. The incumbent provides technical and procedural advice in support of Engineering Service functions necessary for safe and uninterrupted care of veteran patients served by JHQVAMC.

Duties

The Program Support Assistant performs work in specialized areas, such as: Safety, Industrial Hygiene, Fire Protection, Emergency Management, Green Environmental Management, and Environment of Care. Duties include but are not limited to: Coordinates the scheduling, audiovisual equipment requirements for JHQVAMC meetings for which Engineering Service is responsible. In addition, preparation and distribution of meeting agendas prior to the meetings and preparation of final meeting minutes for concurrence, distribution, and recordkeeping are required. Maintains a calendar of meetings and conferences. The incumbent assumes an active role in the coordination of special events that have an impact on the Engineering Service. A partial list of meetings includes: JHQVAMC Environment of Care Committee (EOCC), Emergency Management Committee, Green Environmental Management (GEMS) Committee, Construction Project Safety Committee, Ergonomics Committee, Space Committee, Project Review meetings, Engineering Service Safety Committee, and others as required. The incumbent coordinates weekly Environment of Care Rounds by JHQVAMC Environment of Care (EOC) Rounds Team, including documenting each inspection and submission of required work orders and deficiency notices, documenting EOC rounds attendance and participation, monitoring rounds deficiency corrections and reporting status of corrective actions to the supervisor. Types, reviews, and revises documents and maintains file copies of all correspondence minutes, reports, letters, inspections, meetings, and conferences as required by JHQVAMC and Engineering Service policies and procedures. Follows up with staff to ensure timely and accurate submission of required documents. Reviews all outgoing correspondence for grammatical accuracy, format, attachments, etc. Establishes and maintains files and filing systems. Develops and implements new systems or administrative processes to meet Engineering Service needs. Identifies, restructures, and recommends ways of eliminating, combining_, simplifying or improving administrative and clerical office procedures and processes. The incumbent maintains and prepares Medical Center and Service Memoranda and manuals as needed. Incumbent will track rescission dates for memoranda and coordinate with responsible Engineering staff to ensure timely revision and update of these policies. Receives all incoming mail and correspondence, publications, regulations and directives that may affect the Engineering Service. Reads all mail and ensures appropriate Engineering staff are notified as action is required. Sends and receives facsimiles, scans and photocopies documents to include receipt, sorting, and screening of such documents to the appropriate Engineering unit. Reviews outgoing mail for attachments, dates, signatures, and complete addresses, and maintains suspense records on all correspondence and reports and follows up to ensure timely responses. Screens work order requests for adequate information and priority and obtains clarification when needed. Acts as a focal point from which the distribution of work, backlogs and status of individual work orders to operational units can be ascertained. Prepares summary work order status reports to Engineering Service managers for monitoring timely resolution of work order items. Appropriately screens work order requests to insure proper assignment of work for Enhanced Use Leases and Energy Center action. Closes out, completes, and appropriately files work orders as required. Serves as official timekeeper for Engineering Service units as assigned. Responsible for posting time and leave via electronic timecards in the computer system. Maintains space records based on knowledge of JHQVAMC facility structures. Tracks and monitors current Space Committee approvals for moves of employees and service and maintains records in the service data space. Responsible for JHQVAMC Key Control for the Engineering Service. Produces and maintains records of keys issued to employees and receives keys from employees clearing station. Greets visitors, answers telephones, responds to general inquiries and provides guidance, information, and/or directions to office staff. Work Schedule: Monday- Friday 8:00am- 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD60210A Relocation/Recruitment Incentives: Not Authorized Telework: Position not eligible for telework. Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 03/15/2024. 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-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: Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of community-based interventions for suicide prevention issues and problems of a procedural and/or factual nature. Knowledge of the principles, concepts, and methodology of the Suicide Prevention programs. Skill in gathering the data necessary to evaluate and analyze community-based interventions for suicide prevention issues and problems. Advanced skills in Microsoft Word, Excel, and PowerPoint. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)Information ManagementInterpersonal SkillsOrganizational Stewardship 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 primarily sedentary. There may be some walking, standing and sitting. Reading, composing memo and frequent usage of visual display terminal is required. No heavy physical demands are 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/.

Education

There is no educational substitution at this grade level.


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 James H Quillen VA Medical Center Corner of Lamont Street and Veterans Way Mountain Home, TN 37684 US
• Name: Paulette Stewart
• Email: [email protected]