Program Support Assistant (Oa)- Safety Services

Summary
This position performs a variety of administrative and clerical functions for the Safety Service at VA Ann Arbor Healthcare System. The incumbent is required to work under minimal supervision and resolve problems associated with the work of the office. The incumbent will provide technical and hands-on assistance to the facility's Chief, Safety Service (Industrial Hygienist), Safety Manager, Green Environmental Management Systems Program Manager, and Safety Technicians.
This job is open to

• Career transition (CTAP, ICTAP, RPL)
  Federal employees who meet the definition of a "surplus" or "displaced" employee.
• Federal employees - Competitive service
  Current or former competitive service federal employees.
• Federal employees - Excepted service
  Current excepted service federal employees.
• Individuals with disabilities
• Internal to an agency
  Current federal employees of this agency.
• Land & base management
  Certain current or former term or temporary federal employees of a land or base management agency.
• Military spouses
• Peace Corps & AmeriCorps Vista
• Veterans

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Duties
Major Duties and Responsibilities:

• Incumbent coordinates the accurate and timely preparation of reports, surveys and briefing materials pertinent to the operation of all components of the facility's overall Safety Program which includes Occupational Health and Safety, Radiation Safety, Industrial Hygiene and environmental compliance. Effective program maintenance demands continuous follow-up within all levels of the organization to ensure that required materials are submitted on schedule, pending items are monitored and tracked, and follow-up action is initiated. Maintains a monitoring and evaluation system for all items identified by the safety staff as requiring follow- up action and/or continued tracking. Independently prepares and develops memorandums and reports regarding safety issues. Maintains and updates files and automated information systems containing safety-related information for each service.
• Incumbent is responsible for inputting safety data and statistics into the various automated data processing systems to accurately and efficiently record pertinent information. Examples include the dosimetry badge records and the facility's chemical inventory. In the area of safety training, s/he develops and maintains a computerized logging/tracking system to record participation of all personnel (such as new employees and supervisors) attending a variety of safety training programs and certain staff with specific safety needs (i.e., personnel wearing respirators, personnel exposed to radioactive materials, etc.). S/he may be asked to assist in preparing and conducting safety-related training programs including development of training materials and conducting specific aspects of the training.
• Incumbent ensures the timely and accurate submission of recurring reports, workload statistics, briefing papers and statistical data to appropriate committee structures and services, executive leadership, external agencies, VISN and VA Central Office. S/he reviews pertinent worksheets and code sheets to ensure proper completion. Maintains records of circulars and reports, and distributes reports according to established guidelines. Performs analysis of data and information presented for submission, interprets data, reviews potential out-of-line situations, and informs safety staff of any significant trends identified.
• Incumbent may be asked to perform administrative functions related to internal and external review programs such as OSHA, Joint Commission, EPA, community fire and safety inspectors, VISN Safety Officials and others. When performing such assignments, s/he ensures that all projects are completed with the maximum efficiency and effectiveness.
• Incumbent prepares accurate minutes and agendas for the Environment of Care Committee, Accident Review Board, GEMS Sub-Committee, Water Safety Sub-Committee and Engineering Controls for Bloodborne Pathogens Sub-Committee, as well as other ad hoc meetings or task groups as assigned. Monitors and tracks pending items and follows up with respective services to ensure that all necessary corrective actions are taken and recorded.
• Incumbent acts as Ol&T's ADPAC for the Safety Service.
• Incumbent greets and meets the needs of customers while supporting the VA Mission. Referring such inquires or complaints to the appropriate department; receives and screens telephone calls and visitors to the Supervisor's office, on own initiative determining the nature of the business and either handles it or the proper individuals to expedite all request to that office. Consistently demonstrates courteous and caring behavior toward customers, patients and their representatives, visitors and all VA staff at all times. Provides the customer consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately.
• Incumbent will be a purchase card holder or work toward becoming one. He/She will be responsible for ordering Safety Service Supplies, Safety Shoes, Ect.
• Incumbent is responsible for putting together monthly Supply Mapping Reports for the Chief of Safety's signature.

Preferred Experience: 5 years of Program Support Assistant experience.
Work Schedule: 8:00am to 4:30 pm, Monday through Friday
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)- Safety Services/PD053590
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
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, 11/27/2023.
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-06 position you must have served 52 weeks at the GS-05.The grade may have been in any occupation, but must have been held in the Federal service.

• NOTE: You must submit a copy of your most recent personnel action/SF50. Additionally, 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: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of the mission of Safety Service and its relationship to the total operation of the medical center in regards to administrative operations, in addition to having a good working knowledge of programs under the Supervisor's jurisdiction, must have an intimate knowledge of policies, views, and special interests, including official social obligations. Detailed knowledge of the responsibilities of the four key program areas of the facility's Safety Program in order to provide programmatic assistance to each of the safety specialists: Occupational Health and Safety, Industrial Hygiene, Radiation Safety, environmental compliance (GEMS). Knowledge of basic safety principles, the safety staff directs a comprehensive safety program via different supervisors throughout the facility, therefore, knowledge of safety policies, programs, procedures, and reporting requirements is necessary. The safety program ensures the well-being of all employees, patients, and visitors in every area of the facility. Ability to prepare, analyze, and interpret charts, graphs, tables and other data related to the Safety program for management information purposes.
• Proficiency Requirement: Office Automation Clerk/Assistant- In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.
  
  • 40 words per minute typing speed.

You will be rated on the following Competencies for this position:

• Adaptability
• Attention to Detail
• Customer Service (Clerical/Technical)
• Listening
• Reasoning (Clerical/Technical)
• Self-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 primarily sedentary, although some physical effort will be required. Incumbent must be able to move independently through the hospital. Incumbent must possess visual and hearing acuity to communicate with both staff and patients. Incumbent must be able to manipulate keyboard and use a personal computer. Incumbent must be able to communicate orally. Must also be able to carry at least 15 lbs. Incumbent may also be required to periodically accompany the Safety staff during walkthrough inspections.
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.
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
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.
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 loc...