The Program Support Assistant performs clerical/administrative duties in support of the Social Work Service Lodging Program. The Program includes 3 off-site contract facilities and approximately 11,000 Veteran encounters annually. This individual works directly with Veterans and family members seeking to schedule lodging either prior to or during ongoing medical treatment.

Duties

Duties include, but may not be limited to the following: Public Contact Work This individual receives phone calls and direct walk-ins from Veterans and family members as well as other agency staff seeking lodging services. S/he schedules, refers and contacts members of the staff, agency, and persons outside the agency. This individual is responsible for ensuring that Veterans meet all eligibility criteria for lodging program and notifying Veterans of their eligibility or lack of. S/he provides information about the program, its functions and standard operating procedures as well as making reservations and maintaining database of lodgers. This individual works with supervisory staff to determine any exceptions to the lodging criteria and is responsible for conveying all lodging information back to the Veteran or family member. Mail, Correspondence, and Reports Processes incoming and outgoing materials such as correspondence, reports, contract memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Relays instructions to staff, collects information, and prepares collaborative replies to correspondence or reports. Consolidates/coordinates submittals of information. Office Automation Performs office automation duties using such software applications as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics. Performs electronic file maintenance work including: updating and maintaining computer files and inventory; making backup copies; establishing and maintaining a uniform identification and archive library system; updating and maintain all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks. Office Supplies and Equipment Maintain the lodging fund control point. Performs clerical work in support of the care and treatment given to patients such as receiving patients or maintaining patient files; work administering or advising on medical record systems; or work maintaining medical records in a ward, clinic, or other such unit of a medical facility. Carries out administrative reviews and makes recommendations regarding indicated or potential program management problems. Sets up controls and guidelines for the program to ensure that administrative procedures are accomplished according to VAMC and program policy. Keeps Chief and Program management staff apprised of potential problems. Carries out special assignments as requested. Performs a variety of duties in support of data entry and collection for the unit. Performs Data Entry and Collection Serves as the reports control coordinator for the Social Work Service Lodging Program. Abstracts data from various sources to complete statistical reports. Computes totals on various patient statistics. Calculates the mean, mode, percentage, and weighed averages. Compiles unit workload reports data for evaluation and validation. Prepares statistical reports and budget and is responsible for ensuring accuracy of these reports for billing reconciliation. As required, provides administrative support to other Social Work Service Programs in absence of other staff. Position is at Full Performance Level. Work Schedule: M-F, 8:00-4:30pm Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-05 grade level: One year of specialized experience (equivalent to the GS-04 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: Preparing letters, presentations, and minutes using various Microsoft applications such as SharePoint, PowerPoint, Excel, Word, Access, Project Management, etc. Use automated systems to manage payroll and timesheets. OR Education: Successfully completed four (4) years of education above the high school level in any field 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 for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate 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. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond of successfully completed post-high school education (beyond the second year) and specialized experience, as described above, which meet the total experience requirements for this grade level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. Applicants may also combine education and experience to qualify at the GS-05 level. To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first 60 semester hours that you earned). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-04. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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 basically sedentary, but a great deal of walking to all parts of the Medical Center is required since the incumbent will be working with a variety of clinical and administrative services. 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

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.

Contacts

• Address Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Brian Watt
• Phone: (906) 396-7485
• Email: [email protected]