The incumbent serves as the Administrative Support Assistant (ASA) to the Program Manager in the Comprehensive Homeless Center (CHC). In this role, the ASA ensures administrative continuity between all program components under the Health Care for Homeless Veterans Program (HCHV) umbrella and serves as a liaison between all HCHV Program components and other components of the CHC.
Summary
The incumbent serves as the Administrative Support Assistant (ASA) to the Program Manager in the Comprehensive Homeless Center (CHC). In this role, the ASA ensures administrative continuity between all program components under the Health Care for Homeless Veterans Program (HCHV) umbrella and serves as a liaison between all HCHV Program components and other components of the CHC.
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
Designated and/or random drug testing may be required
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
Qualifications
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 Management
Clerical
Contracting/Procurement
Control of Funds
Manages 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.
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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
Additional information
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/.
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.
This job opportunity announcement may be used to fill additional vacancies.
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.
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.
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.
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.
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.
To apply for this position, you must provide a complete Application Package which includes:
Resume (required) - Your resume must include the following information for each work experience listed to be creditable: Job Title, Duties (be as detailed as possible), Month and Year of start/end dates (ex. June 2007 to April 2008), and Full-time or Part-time status (include hours worked per week).
SF-50 Notification of Personnel Action (required) - To verify your eligibility, you must submit copies of all SF-50s needed to clearly demonstrate that you meet the area of consideration and the 52 week time-in-grade (TIG) requirement. TIG means you have held a GS grade for 52 weeks at the closing date of this announcement. Examples of SF-50s to include: Within Grade Increase(s), Promotion(s), and/or Appointment action(s). Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Cover Letter
Other (1)
Performance Appraisal
Professional Certification
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
Most recent SF-50 if you are a current or former Federal employee
An SF-50 showing 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
Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
Examples of appropriate SF-50's include:
Within grade increases at the highest grade held; or
Promotions with an effective date more than one year old; or
SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/06/2020 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/10923075.
To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations where patients receive care or who come into contact with VA patients as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased facilities. HCP include all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work at these facilities. HCP that are unable to receive or otherwise decline a flu shot will be expected to wear a face mask throughout the influenza season.
John L McClellan Memorial Veterans' Hospital
4300 West Seventh Street
Little Rock, AR 72205
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
To apply for this position, you must provide a complete Application Package which includes:
Resume (required) - Your resume must include the following information for each work experience listed to be creditable: Job Title, Duties (be as detailed as possible), Month and Year of start/end dates (ex. June 2007 to April 2008), and Full-time or Part-time status (include hours worked per week).
SF-50 Notification of Personnel Action (required) - To verify your eligibility, you must submit copies of all SF-50s needed to clearly demonstrate that you meet the area of consideration and the 52 week time-in-grade (TIG) requirement. TIG means you have held a GS grade for 52 weeks at the closing date of this announcement. Examples of SF-50s to include: Within Grade Increase(s), Promotion(s), and/or Appointment action(s). Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Cover Letter
Other (1)
Performance Appraisal
Professional Certification
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
Most recent SF-50 if you are a current or former Federal employee
An SF-50 showing 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
Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
Examples of appropriate SF-50's include:
Within grade increases at the highest grade held; or
Promotions with an effective date more than one year old; or
SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/06/2020 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/10923075.
To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations where patients receive care or who come into contact with VA patients as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased facilities. HCP include all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work at these facilities. HCP that are unable to receive or otherwise decline a flu shot will be expected to wear a face mask throughout the influenza season.
John L McClellan Memorial Veterans' Hospital
4300 West Seventh Street
Little Rock, AR 72205
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
