U.S. Department of Veterans Affairs · 11 hours ago
Program Support Assistant
Bronx, NY
Full-time
Onsite
Entry Level
$54K/yr - $70K/yr
1+ years expThe U.S. Department of Veterans Affairs is seeking a Program Support Assistant for the Environmental Management Service at the James J Peters VA Medical Center. This role involves administrative and clerical duties, including timekeeping, inventory management, and purchasing, to support the operational needs of the service.
National DefenseGovernmentPublic SafetyHealthcareMedicalNational Security
Responsibilities
The general natures of the duties of this position are technical - administrative - and clerical
The work requires knowledge of the procedures and techniques involved in carrying out the work of the various organizational units that comprise EMS and involve the application of procedures and practices within the framework of established guidelines
Lists the major duties and responsibilities of this position may include but are not limited to: The incumbent serves as the primary timekeeper for the Environmental Management Service (EMS)
The incumbent reviews timekeeping exceptions in all T&L units and coordinates with other timekeepers and supervisors to ensure that all timekeeping exceptions are resolved in a timely manner
The incumbent is responsible for preparing timekeeping reports for the review by the Hospital Housekeeping Officer or other management officials
The types of reports include overtime hours and costs - compensatory time - leave without pay (L WOP) usage - leave balances - and absent without official leave (AWOL) employees
The incumbent ensures that timesheets are posted in a timely manner and maintains files on all T &L units
The incumbent serves as TMS coordinator for EMS
The position requires giving access codes and training to the employees to access the web site and courses and keeping track of employee mandatory training
The incumbent oversees stock inventory for EMS and establishes to adjust stock levels and reorder points using various formulas and procedures
The incumbent serves as a Purchasing Agent for EMS
The incumbent makes purchases for Environmental Management Section - Interior Design Aesthetics Section and signage supplies
The incumbent is responsible for the Sanitation Section - Interior Design and Aesthetics section
The incumbent plays major role in reporting balances of fund control points and requesting the funds - transferring funds from control points for the projects
Incumbent plays a major role in contacting the vendors for the quotations and searching for new vendors for supplies
The incumbent is responsible for the Environmental graphics and directional signage program throughout the Medical Center
This responsibility includes detem1ining signage needs to meet the requirements of the station - contracting for fabrication and installation of signage - and making the necessary arrangements for change and replacement of signs
The incumbent fabricates signs as required - using computerized sign-making equipment
The incumbent coordinates the installation of new directional and room identification signage at the completion of all construction projects
The incumbent must ensure that all rooms have accurate signs installed - coordinating with the Projects and Planning Section as required - to update room numbers on architectural as-built drawings
The incumbent performs surveys of the Medical Center on a monthly basis to determine if permanent signs are required to replace paper or temporary signs installed by Medical Center staff
The incumbent is also responsible for managing the work orders for the signage activity to ensure that the work orders are completed and closed out in a timely manner
Performs other duties as assigned or required
Work Schedule: Mon - Fri - 8am to 4:30pm Telework: No Virtual: This is not a virtual position
Position Description/PD#: Program Support Assistant/PD05333O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized
Qualification
Required
One year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization
Experience in an administrative - clerical role in an office and/or hospital - clinic setting
Knowledge of time keeping procedures or comprehensive experience as a timekeeper managing timecards and running reports in a timekeeping system
Experience in working with office and computerized automated systems to provide access to training - tracking employee trainings - ordering service supplies - creating publications and documents - requesting service and employee equipment's such as computers - laptops and phones etc
Knowledge of inventory management for a department
Knowledge of all areas of purchasing for a department and completing appropriate documentation
Extensive computer skills
Extensive knowledge of Microsoft Office Suite and other computer applications
Extensive experience in providing customer service such as answering phones - distributing mail and typing correspondences
Experience writing official correspondences; knowledge of proper grammar and spelling
Physical requirements: The work requires sitting - walking - standing - bending and lifting
The work environment involves the normal risks and discomforts typical of an office
Company
U.S. Department of Veterans Affairs
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Charles Worthington
Chief Technology Officer
Helga Rippen
Chief Interoperability and Veteran Access Officer
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