Administrative Support Assistant (OA)
Major duties of this position include but are not limited to:
Enters 1358/2237 obligation requests for contract funds to ensure the availability of funds for payment of contract providers. Creates and maintains budget and manpower reports for all HCHV Program components. Maintains a daily accounting of residential treatment bed days of care and completes monthly HCHV billing along with the HCHV Coordinator. Manages and maintains the budget for the 13 HCHV Fund Control Points (FCP's), including managing Special Purpose funds for travel associated with education and training for staff, and initiates purchases from approved vendors for professional operations. Acts as bookkeeper, does accounting, filing, purchase card orders and reconciliations. Assists the Administrative Officer and others as a resource person regarding the development, modification, evaluation and ongoing operations of Mental Health Service. Serves as a senior administrative support staff person and acts as a resource, offering input on all administrative activities and providing training to other administrative staff assigned to the program. Provides administrative management for a complex conglomerate of programs under the umbrella of the Health Care for Homeless Veterans (HCHV) Program. Ensure administrative procedures are accomplished according to Central Arkansas Veteran Healthcare System (CAVHS) and Mental Health Service policies. Serves as the liaison between professional and administrative personnel in Services throughout CAVHS, in the VISN and VA Central Office and with community partners and homeless service provider agencies. Processes incoming and outgoing material such as correspondence, reports, memorandums and other forms of written communication. Provides administrative support to all areas of Mental Health. Transcribes minutes from Community Homeless Assessment Local Education Networking Group (CHALENG) meetings and monthly HCHV staff section meetings using the Dragon Medical System for digital dictation, tape recorders and written dictation. Serves as timekeeper for an assigned group of Homeless Program staff and ensures timely recording of employee time and leave by maintaining both paper and electronic records of leave usage for purpose of checks and balances. Completes written correspondence for mailouts and electronic mail in support of the HCHV Program and serves as backup for the HUDVASH and VJP Programs in the absence of the PSA. Serves as a receptionist for the HCHV Program and initial point of contact for visitors and Veterans visiting the VA Day Treatment Center (DTC). Compiles statistical data for all program components, including but not limited to Cost Distribution Reports, Decision Support System (DSS) Reports, Quality Assessment and other professional reports. Maintains suspense files on Action Items. Coordinates credentialing and privileging of professional staff, including APN's, social workers and Occupational Therapists, including preparation of documents for board action, personnel actions and annual performance evaluations. Collects daily productivity reports for staff in assigned T&L, which include reports of daily visits and approved social work activities using current procedural terminology (CPT) billing codes. Compiles and forwards information on the daily vehicle mileage sheets and reports the status to the Transportation Section Chief monthly on mileage utilization, vehicle damages or other issues related to GSA fleet maintenance. Monitors purchases made with government credit cards to ensure that no taxes are applied and creates and maintains Excel spreadsheets for accounting purposes. Works with Logistics Service to ensure appropriate tracking of purchases within the Mental Health Service to include inputting service needs into the Logistics Service Database, researching vendors, costs, and requirements, for equipment, products and/or services. Initiates and approves purchases for operation of the DTC and communicates directly and by telephone with vendors in the Strategic Asset Management System (SAM), purchasing agents and budget clerks from numerous services and assures effective utilization of allocated resources. Purchases and distributes laundry and shower supplies for Veterans participating in DTC services. Performs the duties of a Government-wide Purchase Card Program cardholder in support of the HCHV Program and Mental Health Service. Work Schedule:
Monday through Friday, 7:
00am to 3:
30pm Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Support Assistant (OA)/PD598-04547-0 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, 10/06/2020. 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-07 position you must have served 52 weeks at the GS-06. 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-06) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
1) Serving as a senior administrative support staff person, ensuring administrative procedures are accomplished according to Central Arkansas Veterans Healthcare System (CAVHS) and Mental Health Service policies; 2) Performing the duties of a Government-wide Purchase Card Program cardholder; 3) Applying analytical techniques and methods to issues concerning all administrative matters in order to improve the efficiency and effectiveness of the operation in areas such as budget, accounting, records management, filing, purchase card orders and reconciliations; 4) Compiling statistical data reports for use in program operations; 5) Experience with computer programs, hardware and software, basic SharePoint design and programming, electronic forms, and database research tools; 6) Performing timekeeping duties for an assigned group of staff. You will be rated on the following Competencies for this position:
Administration and ManagementClericalContracting/ProcurementControl of FundsManages and Organizes Information 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 of the ASA is primarily performed in an office setting. However, because the DTC is in a community location outside of the usual physical support systems of the medical center, it can be very demanding. Additionally, most of the work at the DTC can be performed while sitting or walking throughout the facility; however, there may be times when the ASA may be asked to engage in mild physical activity in support of activities for Veterans at the facility or during community outings. The ASA has a purchase card and could be asked to retrieve items ordered from a supply store. The ASA may also be required to drive a GOV to pick up supplies. The ASA may also be required to engage in other duties as assigned to ensure uninterrupted service delivery to internal and external customers, consistent with the continuum of services offered at the DTC. 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.
Enters 1358/2237 obligation requests for contract funds to ensure the availability of funds for payment of contract providers. Creates and maintains budget and manpower reports for all HCHV Program components. Maintains a daily accounting of residential treatment bed days of care and completes monthly HCHV billing along with the HCHV Coordinator. Manages and maintains the budget for the 13 HCHV Fund Control Points (FCP's), including managing Special Purpose funds for travel associated with education and training for staff, and initiates purchases from approved vendors for professional operations. Acts as bookkeeper, does accounting, filing, purchase card orders and reconciliations. Assists the Administrative Officer and others as a resource person regarding the development, modification, evaluation and ongoing operations of Mental Health Service. Serves as a senior administrative support staff person and acts as a resource, offering input on all administrative activities and providing training to other administrative staff assigned to the program. Provides administrative management for a complex conglomerate of programs under the umbrella of the Health Care for Homeless Veterans (HCHV) Program. Ensure administrative procedures are accomplished according to Central Arkansas Veteran Healthcare System (CAVHS) and Mental Health Service policies. Serves as the liaison between professional and administrative personnel in Services throughout CAVHS, in the VISN and VA Central Office and with community partners and homeless service provider agencies. Processes incoming and outgoing material such as correspondence, reports, memorandums and other forms of written communication. Provides administrative support to all areas of Mental Health. Transcribes minutes from Community Homeless Assessment Local Education Networking Group (CHALENG) meetings and monthly HCHV staff section meetings using the Dragon Medical System for digital dictation, tape recorders and written dictation. Serves as timekeeper for an assigned group of Homeless Program staff and ensures timely recording of employee time and leave by maintaining both paper and electronic records of leave usage for purpose of checks and balances. Completes written correspondence for mailouts and electronic mail in support of the HCHV Program and serves as backup for the HUDVASH and VJP Programs in the absence of the PSA. Serves as a receptionist for the HCHV Program and initial point of contact for visitors and Veterans visiting the VA Day Treatment Center (DTC). Compiles statistical data for all program components, including but not limited to Cost Distribution Reports, Decision Support System (DSS) Reports, Quality Assessment and other professional reports. Maintains suspense files on Action Items. Coordinates credentialing and privileging of professional staff, including APN's, social workers and Occupational Therapists, including preparation of documents for board action, personnel actions and annual performance evaluations. Collects daily productivity reports for staff in assigned T&L, which include reports of daily visits and approved social work activities using current procedural terminology (CPT) billing codes. Compiles and forwards information on the daily vehicle mileage sheets and reports the status to the Transportation Section Chief monthly on mileage utilization, vehicle damages or other issues related to GSA fleet maintenance. Monitors purchases made with government credit cards to ensure that no taxes are applied and creates and maintains Excel spreadsheets for accounting purposes. Works with Logistics Service to ensure appropriate tracking of purchases within the Mental Health Service to include inputting service needs into the Logistics Service Database, researching vendors, costs, and requirements, for equipment, products and/or services. Initiates and approves purchases for operation of the DTC and communicates directly and by telephone with vendors in the Strategic Asset Management System (SAM), purchasing agents and budget clerks from numerous services and assures effective utilization of allocated resources. Purchases and distributes laundry and shower supplies for Veterans participating in DTC services. Performs the duties of a Government-wide Purchase Card Program cardholder in support of the HCHV Program and Mental Health Service. Work Schedule:
Monday through Friday, 7:
00am to 3:
30pm Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Support Assistant (OA)/PD598-04547-0 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, 10/06/2020. 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-07 position you must have served 52 weeks at the GS-06. 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-06) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
1) Serving as a senior administrative support staff person, ensuring administrative procedures are accomplished according to Central Arkansas Veterans Healthcare System (CAVHS) and Mental Health Service policies; 2) Performing the duties of a Government-wide Purchase Card Program cardholder; 3) Applying analytical techniques and methods to issues concerning all administrative matters in order to improve the efficiency and effectiveness of the operation in areas such as budget, accounting, records management, filing, purchase card orders and reconciliations; 4) Compiling statistical data reports for use in program operations; 5) Experience with computer programs, hardware and software, basic SharePoint design and programming, electronic forms, and database research tools; 6) Performing timekeeping duties for an assigned group of staff. You will be rated on the following Competencies for this position:
Administration and ManagementClericalContracting/ProcurementControl of FundsManages and Organizes Information 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 of the ASA is primarily performed in an office setting. However, because the DTC is in a community location outside of the usual physical support systems of the medical center, it can be very demanding. Additionally, most of the work at the DTC can be performed while sitting or walking throughout the facility; however, there may be times when the ASA may be asked to engage in mild physical activity in support of activities for Veterans at the facility or during community outings. The ASA has a purchase card and could be asked to retrieve items ordered from a supply store. The ASA may also be required to drive a GOV to pick up supplies. The ASA may also be required to engage in other duties as assigned to ensure uninterrupted service delivery to internal and external customers, consistent with the continuum of services offered at the DTC. 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:
$43,251 to $56,222 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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