Program Support Assistant (Office Automation) - Toledo - job 854426

Department of Veterans Affairs

Date: 06/11/2021

City: Toledo, Ohio

Employment type: Full-time


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Duties


Summary


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.


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Responsibilities


NOTE: Not all locations have current vacancies. Applications will be accepted and qualified candidates will be considered as vacancies become available.



  • Creates correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others using Microsoft Office Suite Programs.

  • Reviews and responds to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner.

  • Ensures all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines.

  • Handles all incoming and outgoing mail for the Vet Center which may include Release of Information (ROI) Requests for client information, or general Vet Center Program requests.

  • Controls the tracking of suspense items and various deadlines for reports.

  • Creates, updates, and maintains all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders; and tracks all staff training requirements.

  • Follows Records Management Program requirements for the Vet Center, ensuring compliance with established filing procedures in accordance with Vet Center procedures.

  • Works with Vet Center staff on travel coordination, arrangements, and scheduling through the Concur or current government travel system.

  • Serves as primary timekeeper and is responsible for the bi-weekly time and leave records.

  • Maintains office supplies and materials used within the Vet Center for day to day operations, and tracks supply levels and orders through vendors when stocks are low, and processes required forms and procedures in accordance with policies.

  • Collaborates with the Vet Center Director on formulating the annual budget, mid-year budget review, and the projection of remaining fiscal year funds which are prepared using the past year's purchase log and budget object codes.

  • As the assigned card holder for the Government Purchase Care program, updates and maintains all purchases, donations, in-kind donations, and training expenditures into a Fiscal/Purchase log in a timely manner.

  • Coordinates all Vet Center assigned automotive operations, including tracking and maintain all documentation pertaining to vehicle maintenance.

  • Coordinates all aspects of real time telehealth events, including patient education activities, sets-up and maintains equipment, and schedules for events as assigned by the Vet Center Director.

  • Ensures that recruitment process is initiated, managed, tracked and finalized per RCS/ CHRMO guidelines, scheduling interviews and assisting in the onboarding and orientation of all new Vet Center staff.

  • Receives and welcomes all visitors and contacts, provides overview of Vet Center services, explains registration process, gives tour of facility, introduces staff available and schedules future appointments for interested Veterans.

  • For events or new meetings, the incumbent collaborates with the Vet Center Director to plan necessary steps such as developing a formal agenda, managing all logistical items, scheduling speakers, disseminating information to attendees, and prepares information for participants and to promote the event or new meeting to clients in the local area.

  • Creates and maintains the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents.

  • Other duties as assigned.


Work Schedule: Monday - Friday; 8:00am - 4:30pm


Position Description Title/PD#: Program Support Assistant (Office Automation)/PD99903-A


Physical Requirements: This work involves some walking, standing, bending, and carrying of some light items. The work requires the incumbent to be able to move comfortably around the office and when necessary to other locations.


Travel Required


Not required


Supervisory status


No


Promotion Potential


None



  • Job family (Series)


0303 Miscellaneous Clerk And Assistant


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Requirements


Conditions of Employment



  • 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


Qualifications


To qualify for this position, applicants must meet all requirements by the closing date of this announcement.


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: providing administrative support to an office, handling budget requirements and management of funds, entering and/or extracting data from databases to analyze and prepare reports, using outlook and word processing software, receiving visitors and telephone calls concerning such items as scheduling, data reporting, and referrals, and coordinating events and meetings.


Typing proficiency: In addition to meeting experience requirements, applicants for Office Automation (OA) positions must possess the ability to type 40 words per minute. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.


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.


Education


There is no educational substitution for the GS-06 level.





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