Program Support Assistant (Oa)

Summary

This Program Support Assistant position is assigned to the Veterans Affairs Healthcare System Engineering Services by performing administrative support work for Engineering Service professional and operational staff. The incumbent provides technical and procedural advice in support of Engineering Service functions necessary for safe and uninterrupted care of veteran patients served by JHQVAMC.

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Overview

• Accepting applications

• Open & closing dates

03/08/2024 to 03/29/2024

This job will close when we have received 50 applications which may be sooner than the closing date. Learn more

• Salary

$39,576 - $51,446 per year

• Pay scale & grade

GS 5

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Location

1 vacancy in the following location:

• Johnson City, TN 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time -

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0303 Miscellaneous Clerk And Assistant

• Supervisory status

No

• Security clearance

Not Required

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTG-12343257-24-PS

• Control number

780761500

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This job is open to

• Federal employees - Competitive service

Current or former competitive service federal employees.

• The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency

The public Internal JAMES H QUILLEN VA MEDICAL CENTER federal employees need to apply to: CBTG-12343255-24-PS

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Duties

The Program Support Assistant performs work in specialized areas, such as: Safety, Industrial Hygiene, Fire Protection, Emergency Management, Green Environmental Management, and Environment of Care.

Duties include but are not limited to:

Coordinates the scheduling, audiovisual equipment requirements for JHQVAMC meetings for which Engineering Service is responsible. In addition, preparation and distribution of meeting agendas prior to the meetings and preparation of final meeting minutes for concurrence, distribution, and recordkeeping are required.

Maintains a calendar of meetings and conferences.

The incumbent assumes an active role in the coordination of special events that have an impact on the Engineering Service. A partial list of meetings includes: JHQVAMC Environment of Care Committee (EOCC), Emergency Management Committee, Green Environmental Management (GEMS) Committee, Construction Project Safety Committee, Ergonomics Committee, Space Committee, Project Review meetings, Engineering Service Safety Committee, and others as required.

The incumbent coordinates weekly Environment of Care Rounds by JHQVAMC Environment of Care (EOC) Rounds Team, including documenting each inspection and submission of required work orders and deficiency notices, documenting EOC rounds attendance and participation, monitoring rounds deficiency corrections and reporting status of corrective actions to the supervisor.

Types, reviews, and revises documents and maintains file copies of all correspondence minutes, reports, letters, inspections, meetings, and conferences as required by JHQVAMC and Engineering Service policies and procedures.

Follows up with staff to ensure timely and accurate submission of required documents. Reviews all outgoing correspondence for grammatical accuracy, format, attachments, etc.Establishes and maintains files and filing systems.

Develops and implements new systems or administrative processes to meet Engineering Service needs. Identifies, restructures, and recommends ways of eliminating, combining_, simplifying or improving administrative and clerical office procedures and processes.

The incumbent maintains and prepares Medical Center and Service Memoranda and manuals as needed. Incumbent will track rescission dates for memoranda and coordinate with responsible Engineering staff to ensure timely revision and update of these policies.Receives all incoming mail and correspondence, publications, regulations and directives that may affect the Engineering Service. Reads all mail and ensures appropriate Engineering staff are notified as action is required. Sends and receives facsimiles, scans and photocopies documents to include receipt, sorting, and screening of such documents to the appropriate Engineering unit.

Reviews outgoing mail for attachments, dates, signatures, and complete addresses, and maintains suspense records on all correspondence and reports and follows up to ensure timely responses.

Screens work order requests for adequate information and priority and obtains clarification when needed. Acts as a focal point from which the distribution of work, backlogs and status of individual work orders to operational units can be ascertained.

Prepares summary work order status reports to Engineering Service managers for monitoring timely resolution of work order items.

Appropriately screens work order requests to insure proper assignment of work for Enhanced Use Leases and Energy Center action. Closes out, completes, and appropriately files work orders as required.Serves as official timekeeper for Engineering Service units as assigned. Responsible for posting time and leave via electronic timecards in the computer system.

Maintains space records based on knowledge of JHQVAMC facility structures. Tracks and monitors current Space Committee approvals for moves of employees and service and maintains records in the service data space.

Responsible for JHQVAMC Key Control for the Engineering Service. Produces and maintains records of keys issued to employees and receives keys from employees clearing station.

Greets visitors, answers telephones, responds to general inquiries and provides guidance, information, and/or directions to office staff.

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

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/PD60210A

Relocation/Recruitment Incentives: Not Authorized

Telework: Position not eligible for telework.

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized

Financial Disclosure Report: Not required

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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, 03/29/2024.

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-05 position you must have served 52 weeks at the GS-04. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience and/or education as described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of community-based interventions for suicide prevention issues and problems of a procedural and/or factual nature. Knowledge of the principles, concepts, and methodology of the Suicide Prevention programs. Skill in gathering the data necessary to evaluate and analyze community-based interventions for suicide prevention issues and problems. Advanced skills in Microsoft Word, Excel, and PowerPoint.

You will be rated on the following Competencies for this position:

• Clerical

• Computer Skills

• Customer Service (Clerical/Technical)

• Information Management

• Interpersonal Skills

• Organizational Stewardship

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. There may be some walking, standing and sitting. Reading, composing memo and frequent usage of visual display terminal is required. No heavy physical demands are required.

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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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/.

This job opportunity announcement may be used to fill additional vacancies.

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.

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.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.