Overview

Summary

This position is located within Readjustment Counseling Service, and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to veterans with readjustment problems. By virtue of the mission of the Vet Center, the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative, fiscal, and supply support functions for the Vet Center team.

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Duties

  • Creates correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others using Microsoft Office Suite Programs.
  • Reviews and responds to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner.
  • Ensures all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines.
  • Handles all incoming and outgoing mail for the Vet Center which may include Release of Information (ROI) Requests for client information, or general Vet Center Program requests.
  • Controls the tracking of suspense items and various deadlines for reports.
  • Follows Records Management Program requirements for the Vet Center, ensuring compliance with established filing procedures in accordance with Vet Center procedures.
  • Works with Vet Center staff on travel coordination, arrangements, and scheduling through the Concur or current government travel system.
  • Serves as primary timekeeper and is responsible for the bi-weekly time and leave records.
  • Collaborates with the Vet Center Director on formulating the annual budget, mid-year budget review, and the projection of remaining fiscal year funds which are prepared using the past year’s purchase log and budget object codes.
  • As the assigned card holder for the Government Purchase Care program, updates and maintains all purchases, donations, in-kind donations, and training expenditures into a Fiscal/Purchase log in a timely manner.
  • Coordinates all Vet Center assigned automotive operations, including tracking and maintain all documentation pertaining to vehicle maintenance.
  • Coordinates all aspects of real time telehealth events, including patient education activities, sets-up and maintains equipment, and schedules for events as assigned by the Vet Center Director.
  • Ensures that recruitment process is initiated, managed, tracked and finalized per RCS/ CHRMO guidelines, scheduling interviews and assisting in the onboarding and orientation of all new Vet Center staff.
  • Receives and welcomes all visitors and contacts, provides overview of Vet Center services, explains registration process, gives tour of facility, introduces staff available and schedules future appointments for interested Veterans.
  • For events or new meetings, the incumbent collaborates with the Vet Center Director to plan necessary steps such as developing a formal agenda, managing all logistical items, scheduling speakers, disseminating information to attendees, and prepares information for participants and to promote the event or new meeting to clients in the local area.
  • Creates and maintains the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents.
  • Other duties as assigned

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

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

Physical Requirements: This work involves some walking, standing, bending, and carrying of some light items. The work requires the incumbent to be able to move comfortably around the office and when necessary other locations.

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Requirements

Conditions of Employment

  • You must be a U.S. citizen to apply for this job
  • Subject to a background/suitability investigation
  • Designated and/or random drug testing may be required
  • May serve a probationary period
  • Selective Service Registration is required for males born after 12/31/1959
  • A complete application package; Resume, Transcripts, etc.
  • Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA’s) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization.

Specialized experience includes: Reviews and responds to all correspondence or inquiries via telephone, e-mail, and regular mail; or Creates, updates, and maintains all electronic documents for staff, and administrative folders in shared and personal folders; or Analyzes internal processes and procedures making recommendations and implements approved procedural or policy changes to improve operations; or Maintains office supplies and materials used for day to day operations, including purchasing operating materials; or Develops and maintains tracking systems on all assigned programs or projects.

There is no educational substitution for the GS-06 grade level.

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.

Education

No Education Substitution.

Additional information

COVID-19 Pandemic Expanded Telework Program – Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization’s telework policy and the duties of the position.

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

The following will be communicated to applicants for VA employment in a testing designated position and will also be included in all VA vacancy announcements for such positions: All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drugs use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.

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 well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM’s Career Transition Resources website which can be found at https://www.opm.gov/.

Receiving Service Credit for 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. VA may offer newly-appointed Federal employee’s credit for their job-related non-federal experience or active duty uniformed military service. 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.

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

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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  • Help 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 windowLearn more about federal benefits.

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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.

Readjustment Counseling Service

120 SE 6th Avenue, Ste. 102

Topeka, KS 66603

US