Program Support Asst

2 weeks ago

Staten Island, New York, United States US Veterans Health Administration Full time

Duties:

Administrative Duties 50%

  • The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook. These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others.
  • RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis. The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position. All databases are to be kept current and complete, to allow for required reports to be accurate and timely.
  • Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field. The position requires a qualified typist/data entry.
  • Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders. Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc.

Office Duties 25%

  • The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly. Each day all tables are cleared of any trash, books/magazines are neatly arranged, furniture straightened, and refreshment/coffee area is cleaned and stocked.
  • Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present. Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible.
  • Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived.
  • The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff. If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis.

Program Duties 25%

  • The incumbent provides administrative support for the assigned Vet Center. Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing workorders, maintenance request and ensuring repairs are completed.
  • Incumbent works independently establishing workload priorities off standing orders. Incumbent develops and maintains tracking systems on all assigned programs or projects.
  • Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested.
  • Responsible for creating and maintaining the Vet Center brochures, pamphlets, handouts, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff. The creation of materials is done in compliance with RCS communication and branding guidelines.

Work Schedule:8:00am-4:30pm

Telework:
Not Authorized

Virtual:
This is not a virtual position.

Position Description/PD#:
Program Support Asst (OA)/PD99903A

Relocation/Recruitment Incentives:
Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report:
Not required

Requirements:

Conditions of Employment:

  • Selective Service Registration is required for males born after 12/31/195
  • 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 preplacement 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 (COVID19) 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, 06/20/202-
GS-06 grade level: One year of specialized experience (equivalent to the GS-

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