The incumbent serves as the Administrative Support Assistant for the Office of Community and Public Affairs, the Chief, and the staff of 17 personnel, performing a variety of management services and administrative support, budgetary analysis with some clerical support. Incumbent is also tasked with coordinating, analyzing, understanding and operationalizing the daily activities of the service. The incumbent will work independently and directly within and outside of the service across all levels.

Duties

The incumbent serves as a liaison for the Community and Public Affairs Office, functioning within the guidelines, priorities, instructions, and limitations as outlined by the policies and operating procedures for the service and its various components. The incumbent must maintain extensive knowledge of pertinent rules, procedures, operations, policies and business practices and have maintain an acute attention to detail in order to respond to numerous requests for information concerning the medical center as related to Community and Public Affairs. The incumbent is responsible for studying information flow and communication to ensure efficiency across the service, identifying procedures and reporting mechanisms to capture quantifiable service data, analyzing service data and making recommendations based on results. Analysis and recommendations will be used to target future voluntary, outreach and public affairs campaigns geared toward connecting Veterans with their benefits and improving the awareness of VA resources across the gulf coast. The incumbent will develop a management workflow system to keep track of tasks, deadlines, products, etc., to ensure the service runs smoothly and is able to support the multiple, varying requests, events, products and needs of the healthcare system. Identifies, researches, understands, and prepares work orders, personnel actions, requests for training, and other forms as appropriate. Processing and out-processing of employees. Is responsible for processing/maintaining employee files, keeping and processing Position Descriptions, functional statements, appraisals and other personnel matters for Community and Public Affairs Service staff. The incumbent" personally prepares detailed responses from source material whenever possible; anticipates the need for information by the entire staff and prepares material for their use; and suggests and makes changes to improve communication and workflow throughout the service. The incumbent must also be able to function independently with a high degree of efficiency and effectiveness and is required to attend selected meetings, summarize material, handle calls and visitors, furnish information and provide data which normally would have been done by the supervisor. Will coordinate and manage monthly and quarterly stakeholder meetings for Community and Public Affairs, developing the agenda, inviting attendees, securing rooms, reviewing, understanding, analyzing and assuming follow-up action items, compiling reports and other functions associated with running the meetings. This will include the quarterly Stakeholder Meetings, Congressional meetings, and VSO meeting. The incumbent is authorized to prepare on own initiative routine correspondence in connection with administrative and some public affairs phases of the work. The incumbent is delegated various assignments to complete with deadlines of an administrative and public affairs nature that include collection, compilation and interpretation of data subsequently used to formulate policy and changes with the service. The incumbent assist with drafting public affairs/media content materials and background information and helps to plan various aspects of approved visits and events. Working on notification to participants, scheduling and securing of assets and other planning functions. The incumbent will also be required to support outreach initiatives, helping to plan, coordinate and execute events and opportunities. The incumbent assists with scheduling and planning for service-wide and medical center wide events and initiatives that require cross-collaboration. Works with the Community and Public Affairs sections to compile reports and other pertinent information to accurately depict the service's return on investment. Reviews medical center policies and routes through approval channels. May prepare correspondence with prior approvals in accordance with established policy. Serves on various committees as needed with approval of the service chief. Work Schedule: 8:00AM- 4:30PM;subject to change based on the needs of the facility. 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. Position Description/PD#: Administrative Support Assistant/PD035480 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 07/31/2024. 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-7 position you must have served 52 weeks at the GS-6. 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. .To qualify at the GS-7 grade, you must have one year of specialized experience equivalent to the GS-6 level. Specialized Experience: Experience with multiple software systems, PowerPoint, word, excel, to generate reports. Experience with supply purchasing. Experience coordinating organization/service funds to efficiently purchase/track/maintain supplies for accurate fiscal records. You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationClericalCommunication 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 usually performed at a desk or in meetings, though employee will be required to periodically work at various indoor and outdoor locations and events, carrying approximately 15-20 pounds of equipment to assist with set-up. Work is generally performed in an office setting or in meetings. Employee will periodically need to work outdoors to support events, travel to other locations for meetings and events and meet with subject matter experts to maintain personal contacts with various staff and coordinating actions. Employee may be required to alternate/change schedule on occasion to support a medical center events or priorities. 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 substitution for 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Biloxi VA Medical Center 400 Veterans Avenue Biloxi, MS 39531 US
• Name: Brittne Pence
• Phone: 7138257943
• Email: [email protected]