Program Support Assistant (OA)
Clerical and Assistant Work (40%):
Incumbent will follow all applicable guidelines as outlines in CTVHCS policies and local, state and federal regulations relating to supply inventory as outlined in the Time and Leave policy and APAC policy and procedures. Maintains Assistant Chief, EMS calendar and makes appointments at his/her request or on own initiative. He or she schedules meetings and training sessions per Assistant Chief's instructions. Compiles, maintains and updates employee data records for emergency purposes. Employee prepares an up to date recurring report on the computer using column formatting, and distributes to all supervisors. Office Automation Work (40%):
Incumbent is responsible for the compilation, creation, and updating of recurring reports (e.g. Linen Inventory, Tracking, CWT, etc.) using Microsoft Word and Excel applications Incumbent is responsible for ADPAC duties that include ordering telephones, E-pas, and etc. to assist department with computer system and problems needing addressing Incumbent inputs all time card coding information in the VistA System performs services as time and leave clerk. S/he processes and corrects time cards and maintains OPM 71 record files. Serves as a TMS coordinator responsible for enrolling, giving course credit, running compliance reports, assisting staff with logging in and completing courses. General Support (10%):
The position requires a thorough knowledge of governing supply regulations, policies, procedures, general technical skills involving one or more aspects of the department's management or operations, general knowledge of computers and programs to present and maintain information, and instructions applicable to the specific assignment. This position requires incumbent to answers phone, and uses telephone paging with supervisors, work leaders, and employees to aid in expedient, satisfactory completion of complains/concerns for housekeeping, sanitation, pest control and other EMS functions Assists staff with logging in and completing courses. Records Management (10%):
Incumbent work independently with limited supervisor guidance. Incumbent works under the general supervision of the Assistant Housekeeping Officer (Assistant Chief of EMS). DUTIES The incumbent will provide perform as a time keeper and record keeper for the time and attendance within EMS. The incumbent will be responsible for creating, maintaining, and modifying spreadsheets, reports, charts/graphs, and other records for the daily operations of the consolidated TCPF. Incumbent uses a computer system for nearly all aspects of daily duties. Incumbent works with applications on Windows such as Excel, Access, Outlook, Word, and PowerPoint. Also utilizes station systems such as VistA, TMS. Incumbent must also produce letters of counseling, reports of contact, requests for Leave without Pay, and other memos & letters as requested. Incumbent also updates and maintains current position descriptions and performance standards for employees' of the Textile Care Section at the Waco and Temple ICFs. Enters work order requests using the DHCP system. Incumbent is the ADPAC (Automated Data Processing Applications Coordinator) for the Textile Care Processing Facility. Incumbent serves as an additional ADPAC for all EMS personnel. ADPAC duties include assisting employees with primary access to the VA computer system and any problems they have with access. Prepares necessary written materials for orientation of new employees and disseminates information sent to service ADPACS through training, correspondence, or email. Re-sets existing employees passwords and creates new user accounts, sets up and assigns menus/keys for new employees. Provides new employee orientation on AIS security and annual training/education on security/computer issues for all employees. Enters and monitors NOIS calls for computer and equipment issues. Assists employees with creation and use of PKI (Public Key Infrastructure), encryption and digital signatures when sending email messages. Gathers and assembles statistical information daily and by pay period on person-hours for preparation of the Automated Management System (AMIS) quarterly report. This includes accurately collecting and calculating the total number of person-hours, overtime worked and any type of absence away from the workstation in the Textile Care Section for each day, pay period, month, and quarter, completing and turning in data by the required deadline for the report. --DUTIES CONTINUED BELOW-- Work Schedule:
Monday through Friday; 8:
00 a.m. to 4:
30 p.m. Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant (OA)/PD674-7448-O Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/24/2020. You may qualify based on your specialized experience and/or education as described below:
Specialized
Experience:
You must have one (1) 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:
Experience with clerical and administrative procedures, various office skills; and carrying out day-today administrative support activities; Working in an administrative position which required preparing correspondence, reports and graphs utilizing a variety of computer program. Skill in the use of a variety of computer software such as Microsoft Word, Excel, Power Point and other software applications; Interacting with executive leadership in the VA and private sector, contractors, staff members; Provide/submit requested information to ensure all due dates are met in a timely and satisfactory manner; Managing a fast-paced office to include, establishing priorities, set up, reschedule appointments; Provide calendar maintenance; Attend meetings as required and prepare minutes; Use own initiative to follow-up on action items and time-sensitive issues with appropriate staff members. OR, Education:
Applicants may substitute education for the required specialized experience. To qualify based on education for this grade level you must have four (4) years above high school. OR, Combination:
Applicants may also combine education and specialized experience to qualify at this level. You must have an combination of specialized experience and education beyond post-high school. Note:
For GS-5 level positions (except Clerk-Stenographer, which does not require specialized experience), only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You will be rated on the following Competencies for this position:
Computer SkillsCustomer ServiceOrganizational StewardshipPlanning and EvaluatingWriting 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:
Incumbent normally occupies an office space in a sitting position when performing assigned work. Employee is required to stand during filing. Work Environment:
lncumbent's normal work assignments are in an acceptable office setting providing comfortable heat/cooling, lighting, ventilation, and the tools for the position such as desk, comfortable chair, etc. There are no special requirements for fire or safety precautions or protective clothing. --DUTIES CONTINUED-- Also uses cell phone and two-way radio system to aid supervisors in expedient and satisfactory completion of complaint and/or plant needs. Must have a good overall knowledge of the operation of the service and a general overall knowledge of (CTVHCS) operations so that s/he can responsibly carry out his/her duties. Incumbent gathers and assembles statistical information (individual pieces and total pounds) on a daily basis for the (CTVHCS), which encompasses Waco and Temple sites, plus Community Based Outpatient Clinics in Austin, Brownwood, Bryan-College Station, Cedar Park, and Palestine, The Information is then calculated and divided into several services for inputting into the computer on spreadsheets, graphs, and charts on a daily basis. Incumbent then creates daily, monthly, and quarterly reports merging all the information into the total amount of pounds and pieces received and delivered. Incumbent will also assist with gathering and assembling statistical information (individual pieces and total pounds) for Darnell Army Community Hospital (DACH). Statistical Information gathered from linen processed for EACH is kept separate for billing purposes. Soiled pounds received and clean pounds sent back are recorded ' and compared to determine percentage of clean pounds returned to DACH. Ensures daily weight tickets are completed, signed, and returned to DACH via fax. Monthly charges are sent out for payment of clean linen as well. Receives daily requests for clean linen via email, telephone, and fax and must distribute accordingly. Maintains records for the CTVHCS to determine amounts of linen produced, distributed, and used. Submits travel plans in the Fed Traveler system and assists with scheduling trips, making reservations, reserving flights, rental cars, meal allowances, and subsequent expense report. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Incumbent will follow all applicable guidelines as outlines in CTVHCS policies and local, state and federal regulations relating to supply inventory as outlined in the Time and Leave policy and APAC policy and procedures. Maintains Assistant Chief, EMS calendar and makes appointments at his/her request or on own initiative. He or she schedules meetings and training sessions per Assistant Chief's instructions. Compiles, maintains and updates employee data records for emergency purposes. Employee prepares an up to date recurring report on the computer using column formatting, and distributes to all supervisors. Office Automation Work (40%):
Incumbent is responsible for the compilation, creation, and updating of recurring reports (e.g. Linen Inventory, Tracking, CWT, etc.) using Microsoft Word and Excel applications Incumbent is responsible for ADPAC duties that include ordering telephones, E-pas, and etc. to assist department with computer system and problems needing addressing Incumbent inputs all time card coding information in the VistA System performs services as time and leave clerk. S/he processes and corrects time cards and maintains OPM 71 record files. Serves as a TMS coordinator responsible for enrolling, giving course credit, running compliance reports, assisting staff with logging in and completing courses. General Support (10%):
The position requires a thorough knowledge of governing supply regulations, policies, procedures, general technical skills involving one or more aspects of the department's management or operations, general knowledge of computers and programs to present and maintain information, and instructions applicable to the specific assignment. This position requires incumbent to answers phone, and uses telephone paging with supervisors, work leaders, and employees to aid in expedient, satisfactory completion of complains/concerns for housekeeping, sanitation, pest control and other EMS functions Assists staff with logging in and completing courses. Records Management (10%):
Incumbent work independently with limited supervisor guidance. Incumbent works under the general supervision of the Assistant Housekeeping Officer (Assistant Chief of EMS). DUTIES The incumbent will provide perform as a time keeper and record keeper for the time and attendance within EMS. The incumbent will be responsible for creating, maintaining, and modifying spreadsheets, reports, charts/graphs, and other records for the daily operations of the consolidated TCPF. Incumbent uses a computer system for nearly all aspects of daily duties. Incumbent works with applications on Windows such as Excel, Access, Outlook, Word, and PowerPoint. Also utilizes station systems such as VistA, TMS. Incumbent must also produce letters of counseling, reports of contact, requests for Leave without Pay, and other memos & letters as requested. Incumbent also updates and maintains current position descriptions and performance standards for employees' of the Textile Care Section at the Waco and Temple ICFs. Enters work order requests using the DHCP system. Incumbent is the ADPAC (Automated Data Processing Applications Coordinator) for the Textile Care Processing Facility. Incumbent serves as an additional ADPAC for all EMS personnel. ADPAC duties include assisting employees with primary access to the VA computer system and any problems they have with access. Prepares necessary written materials for orientation of new employees and disseminates information sent to service ADPACS through training, correspondence, or email. Re-sets existing employees passwords and creates new user accounts, sets up and assigns menus/keys for new employees. Provides new employee orientation on AIS security and annual training/education on security/computer issues for all employees. Enters and monitors NOIS calls for computer and equipment issues. Assists employees with creation and use of PKI (Public Key Infrastructure), encryption and digital signatures when sending email messages. Gathers and assembles statistical information daily and by pay period on person-hours for preparation of the Automated Management System (AMIS) quarterly report. This includes accurately collecting and calculating the total number of person-hours, overtime worked and any type of absence away from the workstation in the Textile Care Section for each day, pay period, month, and quarter, completing and turning in data by the required deadline for the report. --DUTIES CONTINUED BELOW-- Work Schedule:
Monday through Friday; 8:
00 a.m. to 4:
30 p.m. Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant (OA)/PD674-7448-O Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/24/2020. You may qualify based on your specialized experience and/or education as described below:
Specialized
Experience:
You must have one (1) 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:
Experience with clerical and administrative procedures, various office skills; and carrying out day-today administrative support activities; Working in an administrative position which required preparing correspondence, reports and graphs utilizing a variety of computer program. Skill in the use of a variety of computer software such as Microsoft Word, Excel, Power Point and other software applications; Interacting with executive leadership in the VA and private sector, contractors, staff members; Provide/submit requested information to ensure all due dates are met in a timely and satisfactory manner; Managing a fast-paced office to include, establishing priorities, set up, reschedule appointments; Provide calendar maintenance; Attend meetings as required and prepare minutes; Use own initiative to follow-up on action items and time-sensitive issues with appropriate staff members. OR, Education:
Applicants may substitute education for the required specialized experience. To qualify based on education for this grade level you must have four (4) years above high school. OR, Combination:
Applicants may also combine education and specialized experience to qualify at this level. You must have an combination of specialized experience and education beyond post-high school. Note:
For GS-5 level positions (except Clerk-Stenographer, which does not require specialized experience), only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You will be rated on the following Competencies for this position:
Computer SkillsCustomer ServiceOrganizational StewardshipPlanning and EvaluatingWriting 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:
Incumbent normally occupies an office space in a sitting position when performing assigned work. Employee is required to stand during filing. Work Environment:
lncumbent's normal work assignments are in an acceptable office setting providing comfortable heat/cooling, lighting, ventilation, and the tools for the position such as desk, comfortable chair, etc. There are no special requirements for fire or safety precautions or protective clothing. --DUTIES CONTINUED-- Also uses cell phone and two-way radio system to aid supervisors in expedient and satisfactory completion of complaint and/or plant needs. Must have a good overall knowledge of the operation of the service and a general overall knowledge of (CTVHCS) operations so that s/he can responsibly carry out his/her duties. Incumbent gathers and assembles statistical information (individual pieces and total pounds) on a daily basis for the (CTVHCS), which encompasses Waco and Temple sites, plus Community Based Outpatient Clinics in Austin, Brownwood, Bryan-College Station, Cedar Park, and Palestine, The Information is then calculated and divided into several services for inputting into the computer on spreadsheets, graphs, and charts on a daily basis. Incumbent then creates daily, monthly, and quarterly reports merging all the information into the total amount of pounds and pieces received and delivered. Incumbent will also assist with gathering and assembling statistical information (individual pieces and total pounds) for Darnell Army Community Hospital (DACH). Statistical Information gathered from linen processed for EACH is kept separate for billing purposes. Soiled pounds received and clean pounds sent back are recorded ' and compared to determine percentage of clean pounds returned to DACH. Ensures daily weight tickets are completed, signed, and returned to DACH via fax. Monthly charges are sent out for payment of clean linen as well. Receives daily requests for clean linen via email, telephone, and fax and must distribute accordingly. Maintains records for the CTVHCS to determine amounts of linen produced, distributed, and used. Submits travel plans in the Fed Traveler system and assists with scheduling trips, making reservations, reserving flights, rental cars, meal allowances, and subsequent expense report. 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/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$34,916 to $45,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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