This position is located within Readjustment Counseling Service, and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to veterans with readjustment problems. By virtue of the mission of the Vet Center, the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative, fiscal, and supply support functions for the Vet Center team.

Duties

Administrative Duties 50% The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook. These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others. RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis. The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position. All databases are to be kept current and complete, to allow for required reports to be accurate and timely. Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field. The position requires a qualified typist/data entry. Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner. The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry. Utilizing critical thinking skills, the incumbent is responsible for ensuring all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines. Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders. Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc. Office Duties 25% The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly. Each day all tables are cleared of any trash, books/magazines are neatly arranged, furniture straightened, and refreshment/coffee area is cleaned and stocked. Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present. Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible. Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived. The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff. If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis. Program Duties 25% The incumbent provides administrative support for the assigned Vet Center. Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request and ensuring repairs are completed. Incumbent works independently establishing workload priorities off standing orders. Incumbent develops and maintains tracking systems on all assigned programs or projects. Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested. Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff. The creation of materials is done in compliance with RCS communication and branding guidelines. Work Schedule: 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD99903A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): 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, 05/08/2024. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 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: Reviews and responds to all correspondence or inquiries via telephone, e-mail, and regular mail; or Creates, updates, and maintains all electronic documents for staff, and administrative folders in shared and personal folders; or Analyzes internal processes and procedures making recommendations and implements approved procedural or policy changes to improve operations; or maintains office supplies and materials used for day to day operations, including purchasing operating materials; or Develops and maintains tracking systems on all assigned programs or projects. Applicants must possess at least three of the five specialized experience elements in their resume to be found qualified. There is no educational substitution for the GS-06 grade level. You will be rated on the following Competencies for this position: AccountabilityAttention to DetailCustomer ServiceDecision MakingFlexibilityIntegrity/HonestyInterpersonal SkillsLearningReading ComprehensionReasoningSelf-ManagementStress ToleranceTeamwork 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

There is no educational substitution at this grade level.

Contacts

• Address Readjustment Counseling Service 120 SE 6th Avenue, Ste. 102 Topeka, KS 66603 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]