Location: Bay Pines,FL, USA
Summary This administrative position is within Education Support Service (ESS) at the Bay Pines VA Healthcare System (BPVAHCS). The designee provides administrative support to all Educational Programs within ESS. Responsibilities Duties consist of the following, but are not limited to: Demonstrates good public relations when interpreting and applying VA policies and procedures, and use of business practice guidelines. Communicate verbally and in writing with people from different backgrounds and level of understanding Coordinates and schedules committee meetings, prepares agendas, attends meetings, serves as the recorder, tracks action items and prepares final committee minutes. Reviews bills for accuracy and provides assistance to the fund control points with reconciling and verification of invoices for payment. Review policies and data collection forms/techniques to assure compliance with reporting requirements. Assists with the procurement process. Serves as point of contact for internal logistics' website to purchases service supplies. Work well and effectively with internal and external customers. Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Experience assisting customers and staff with solving administrative issues and supporting the Education Service team. Uses judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific eases or problems. Handles conflict and problems in dealing with the customers constructively and appropriately. Work Schedule: Monday-Friday 8:00am-4:30pm 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. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (Office Automation)/PD101750 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation 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, 11/08/2024. Preferred Experience: Prefer experience with Microsoft Outlook, Teams, Word, Excel. Organizational skills, time management, customer service. 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-06 position you must have served 52 weeks at the GS-05. 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. You may qualify based on your 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: Respond to all action items, controlled correspondence, and reports, including but not limited to established monthly, quarterly, semi-annual and annual reports, as well as numerous non-recurring reports; Gathers, monitors, and tracks reports/data to assure timely submission and correctness of format; Categorize and disseminate reports/data in accordance with established office policies and procedures; Utilize a variety of software programs to prepare communication which may include, but is not limited to: Postmaster submissions, policies, memorandum, and special correspondence; Attends meetings and serve as the recorder, and prepare final committee minutes; Coordinates events for Internal and external customers; Coordinate with the hiring and on-boarding processes; Preparing/organizing documents for available job positions, coordinating room locations, and contacting candidates; Conducted Time Keeper duties; Perform PIV processes and the ADPAC functions; Assist with the procurement process and serves as the alternate purchase card holder; Utilize Microsoft Office tools, Outlook, Word, Excel, and Access for data entry, retrieval and reporting. You will be rated on the following Competencies for this position: Attention to Detail Clerical Customer Service 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 primarily sedentary. However, it may require some walking, standing, bending, and carrying of light items such as papers, brooks, and small parts. No special physical demands are required to perform the work. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.