This position is located at the VA Portland Health Care System in the Nutrition and Food Services. The incumbent is to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Services. The incumbent is to perform work that supports budget analysis and administration.

Duties

Duties include but not limited: Receives requests for information, advises when the information can be furnished, and provides it personally from files and records or follows up with staff to see that it is provided. Performs work involving the collection, compilation, and /or tracking of data and statistical information in support of the NFS program operation. Organizes data into Access databases or spreadsheet formats. Receives and processes documents and reports in accordance with established procedures. Reviews documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Establishes, updates, and maintains office files and records. Keeps/types meeting minutes, agendas and reports. Collects, assembles, and compiles data for recurring, special, and one-time administrative and management reports. Establishes files, maintains, purges, and disposes of administrative and/or medical records/files in accordance with regulations and procedures. Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates. Performs database file searches. Prepares, executes, and/or tracks program specific information. Performs office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Serves as the primary ADPAC and TMS Administrator for NFS. Assures NFS employees are up-to-date and have met all mandatory training. Orients and trains all NFS employees on computer use. Acts as a liaison between 01& T, and other services such as Employee Education Services. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides clerical contact support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Schedules appointments, coordinates meetings, and/or arranges conferences. Must follow through on administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to meetings, and makes administrative arrangements as required. Assists the Chief, Nutrition and Food Service and other managers in handling all Union and Human Resources correspondence and personnel management documentation. Contacts and schedules outpatient appointments in nutrition/dietitian clinics. Composes and prepares appointment confirmation letters and enters appointment data utilizing software programs. Schedules/completes/manages consults in compliance with existing policies and procedures. Types from written material using computer software and equipment. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines and meeting minutes, develops standard or form letters and replies to inquiries. Places and tracks work orders to completion. Tracks, orders, delivers and maintains office supplies. Runs office/administrative errands and retrieves administrative items. Receives, sorts and distributes mail to appropriate staff. Maintains office equipment and assists other users. Serves as official timekeeper for the site and maintains service record cards for all employees. Assures that the information is kept up to date. Notifies supervisors when leave limits are exceeded. Posts employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software. Work Schedule: Monday - Friday, 7:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD99930S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Physical Demands: The work area is usually an adequately lighted, heated and ventilated office of medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions. The sedentary and may require some walking, standing, bending, carrying and/or lifting of light items like papers or books. The work requires light to moderate levels/times performing keyboarding to prepare correspondence.

Requirements

Qualifications

To qualify for this position, applicants must meet specialized experience and proficiency requirements by the closing date of this announcement, 11/12/2024. You may qualify based on your specialized experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: composing and editing letters and reports using Word, Excel, and PowerPoint; serves as an official timekeeper; developing forms and templates; scheduling appointments; preparing appointment letters and entering appointment data; keeping and typing meeting minutes, agendas and reports; and augmenting call center duties and assist patients with meal orders. Proficiency Requirement: In addition to meeting experience requirement, applicants must be able to type 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]