Position is in the Social Work Services at the VA Southern Oregon Rehabilitation Center and Clinics at White City, Oregon. The primary purpose of the position is to provide program and administrative support to the Service Chief.Learn more about this agency
The incumbent provides technical and program support on all administrative and management functions including but not limited to: planning, programming, assessments, inspections, budgeting, training, data processing, personnel, equipment, property and logistics management, reporting and general office management. Incumbent is responsible for tracking financial, personnel, supply, contracting, procurement and other administrative transactions for the department. Incumbent provides clerical support by monitoring the Service Chief's schedule and provides timecard support to the Service Chief and Program Managers of SWS.
The incumbent is responsible for assisting with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training. The incumbent prepares various personnel action and recruitment forms to be submitted to Human Resources, to include official word documents and forms for incentive award and/or recommendations going to the Awards Committee.
The incumbent initiates and manages personnel activities, i.e., writing position descriptions, recruitment requests, managing
employee access, and coordination of annual proficiencies and evaluations. Assists the Service Chief in anticipating vacancies and prepares required documents to submit requests to HRMS and position management with justification for recruitment
Develops budget correspondence, reviews requests for new or revised reports to determine if they are needed, whether they can be simplified or consolidated with existing reports and improvements in preparation instructions as needed.
Prepares requests for replacement or new equipment with appropriate justifications. Ensures new equipment is properly identified and included in the property book records. Maintains office equipment, prepares requests for repair, and processes documents necessary for payment. Purchases a variety of standard retail items by various informal methods. Solicits telephone quotations and bids, makes commitments, and confirms with follow-up purchase orders. Prepares documentation to order or requisition items through the contracting staff.
Assists management and technical subject matter experts in various subunits with collecting data and metrics that are leveraged within a variety of operational reports that support the program and/or the combined organization's routine needs. Incumbent develops performance monitor reports. Incumbent receives, reviews, scores, and tracks vendor performance and quality assurance requirements.
Incumbent is responsible for independently collecting and analyzing relevant data utilizing multiple methods of data retrieval including facility and service level databases, SQL Server Management System, Pyramid Analytics and other VSSC reports.
Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of an organization.
Identifies and conducts special project needs.
The incumbent establishes and maintains Competency Folders; ensuring folders contain appropriate contents (e.g., CARF, Joint Commission, competency standards, mandatory training, age-specific requirements, and licensure/registrations).
Maintains calendars and schedules meetings/appointment. Scheduling appointments and meetings is based upon personal knowledge of the individuals' priorities, workload, and current issues of importance. Independently coordinates the time and location of meetings; arranges for participants' attendance; retrieves specific information from various sources for use at meetings or appointments.
Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries
Work Schedule: Monday through Friday 0800-1630 OR Monday through Friday compressed tour, 9-8-8 with every other Fri off
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (OA)/PD#90332-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Occasional travel - You may be expected to travel for this position.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/580046000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.