US Veterans Health Administration
Program support
US Veterans Health Administration, Portland, Oregon, United States, 97204
Duties
Duties include but are not limited to: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 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 IT 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.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, 7:00 am - 4:30 pmVirtual:
This is not a virtual position.Position Description/PD#:
Program Support Asst (OA)/PD99930SRelocation/Recruitment Incentives:
Not AuthorizedPermanent Change of Station (PCS):
Not AuthorizedPhysical 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 work is 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
Conditions of Employment
You must be a U.S. Citizen to apply for this job.To be considered for this position, you must complete all required steps in the process.
In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.Selective Service Registration is required for males born after 12/31/1959.Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.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).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; serving 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 assisting patients with meal orders.Proficiency Requirement:
In addition to meeting the 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.
Additional information
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.
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.
Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious, or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.
The
Interagency Career Transition Assistance Plan
(ICTAP) and
Career Transition Assistance Plan
(CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified, you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
CommunicationComputer SkillsInterpersonal SkillsManages and Organizes Information
USA Hire Assessments include a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.
Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.
Experience refers to paid and unpaid experience, including volunteer work done through#J-18808-Ljbffr
Duties include but are not limited to: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 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 IT 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.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, 7:00 am - 4:30 pmVirtual:
This is not a virtual position.Position Description/PD#:
Program Support Asst (OA)/PD99930SRelocation/Recruitment Incentives:
Not AuthorizedPermanent Change of Station (PCS):
Not AuthorizedPhysical 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 work is 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
Conditions of Employment
You must be a U.S. Citizen to apply for this job.To be considered for this position, you must complete all required steps in the process.
In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.Selective Service Registration is required for males born after 12/31/1959.Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.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).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; serving 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 assisting patients with meal orders.Proficiency Requirement:
In addition to meeting the 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.
Additional information
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.
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.
Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious, or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.
The
Interagency Career Transition Assistance Plan
(ICTAP) and
Career Transition Assistance Plan
(CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified, you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
CommunicationComputer SkillsInterpersonal SkillsManages and Organizes Information
USA Hire Assessments include a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.
Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.
Experience refers to paid and unpaid experience, including volunteer work done through#J-18808-Ljbffr