AddressSummary The purpose of this position is to perform administrative system support in EMS. Incumbent performs a variety of administrative duties associated with maintaining and supporting the work performed within Environmental Management Services. EMS is responsible for provision of a safe and sanitary environment of care and provides the following services to the patients and employees of the Medical Center- Housekeeping, laundry production, linen distribution, and patient assistance program. Responsibilities Program Support and Analysis Provides departmental specific administrative service as preparing a variety of recurring reports and correspondence. Responsible for timely and accurate submission of several EMS local, VISN and National reports as well as quarterly department performance, administrative and training reports. Collects and enters computer data from EMS Supervisors related to Environmental Service studies and reports. Answer questions concerning policies and procedures related to department issues and policies, medical center policies, support/office services and new project, request and shifts in priorities and commitments. Proposes improvement to administrative directives and policies by tracking dates of EMS directives and polices, and through recommendations from their supervisor. Analyzes management plans to determine the impact on new or revised guidance on current operations. Advise supervisor and employees on the interpretation and application of straightforward human resource policies, practices and procedures including staffing, classification, employee relations, benefits and related areas. Coordination of Program Operations Researches and provides background and subject matters without direction of supervisor/ staff members prior to meetings and makes administrative arrangements as required. Coordinates and schedules VISN and national phone conferences call schedules for progr am managers. Reviews the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Performs time keeping duties for the Bath EMS. Performs administrative support services to help ensure the inquires and correspondence are addressed appropriately. Keys Distribution/Reconciliation Distributes keys from the Locksmith for all the newly hired staff and processes final documents for employees out processing. Reconciliation of keys in service and immediate remedies to any issues or discrepancies with the keys. Assigns key access for Environmental Services staff based off of Asst. Chief of Environmental Services guidance. Assists staff in Canandaigua, Rochester and Bath regarding key issues. Procurement Support Ascertains the needs of both services offices and coordinates the purchase of office equipment and services to support pressing every day working needs of the Medical Center's activities, specifically all products for EMS, laundry and linen and furniture. Coordinates the purchase of office equipment and services to support pressing every day working needs of the Medical Center's activities, specifically all products for EMS, laundry and linen and furniture. Budget Processing Processes budgetary transactions for a wide variety of appropriated funds. Determines appropriations to be charged by object class and line item and forwards invoice for payment. Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses. Document Control Maintains records of leave and attendance and follow-up with employees of both departments in matter of pay and leave requests; acts as a subject matter expert concerning timekeeping responsibilities, policies and procedures, ensures that performance rating is submitted in accordance with regulatory guidelines. Processes all education/learning Requests forms for service, including Canandaigua EMS and VISN 2 consolidated laundry service. Maintains training records of all employees and prompts supervisor on status of employees training hours. Work Schedule: Monday to Friday, 7:00 am - 3:30 pm. Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Management Assistant, #49518-0 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized. Financial Disclosure Report: Not required. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/26/2024. 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-6 position you must have served 52 weeks at the GS-5. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: Must possess one full year of specialized experience equivalent to at least the next lower level (GS-05) in the Federal Service. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position. Specialized experience for this position includes: Knowledge of a full range of functional areas such as Human Resources, Purchasing, supply and property management, Records management, Financial management, budget procurement and related administrative areas in order to ensure compliance with established policies, practices, procedures and controls, and to independently prepare recurring administrative status reports. Using various Microsoft Office programs, database programs and office equipment. You will be rated on the following Competencies for this position: Administration and Management Knowledge Management Quality Management 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 is sedentary. It occasionally requires carrying of light objects such as files, books, and paper; some walking, standing and bending. No special physical qualifications are required. 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/. Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
