Total 3 job vacancies by Veterans Health Administration

Duties include but are not limited to the following:

• Receive and/or screen telephone calls and visitors for nature of the call or the purpose of the visit and determine the appropriate action as needed.
• Transcribe minutes for meetings and distribute copies of minutes to all appropriate personnel.
• Receive all incoming correspondence to determine which items should be brought to the supervisor's attention or forwarded to other staff for action.
• Utilize a computer to prepare forms, reports, narrative documents that include complex technical terminology.
• Prepare/edit reports, verify accuracy of statements, figures, tables and charts in accordance with facility guidelines.
• Maintain activity calendar (i.e. schedules appointments, conferences, and meetings on own initiative based upon current issues of importance).
• Post and submit for approval, all time and attendance cards.
• Maintain files, including staff competency records, service policies, VA manuals, bulletins, employee actions, equipment requests and general correspondence so that items can readily be located on request.
• Track performance appraisals for all members of Psychology Service, including preparing the annual performance plans.
• Update the Emergency Cascade quarterly or with new staff additions, for Psychology Service.
• Receive, assign, and distribute Consultation requests from other services.
• Assist the Psychology Internship and Post-Doctoral Fellowship Training Directors with the completion of onboarding documents.

The position performs duties to assist one individual, and in some cases the subordinate staff of that individual, by performing general office work auxiliary to the work of the organization. The position is the principal clerical or administrative support position in the office, operating independently of any other such position in the office. Major duties include, but are no limited to:

• Receives and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members.
• Escorts/refers callers to proper personnel.
• Where personnel are unavailable takes messages and/or provides information as to availability of the supervisor.
• Provides information within standard office procedure, generally pertaining to any of the duty areas herein described, and within caller's "need to know".
• Receives and reviews incoming correspondence; screens for general information and determines priority or deadline dates.
• Determines what correspondence can be personally answered.
• Incumbent personally responds to routine and nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from the files.
• Forwards remaining requests to supervisor with back-up information, if necessary.
• Reviews documents prepared for signature of or requiring coordination by management for appropriate tone; conformance with regulations, grammar, format, and special policies of the activity; and completeness of information.
• Returns inadequate communications to originator for correction when not in conformance with known policies, or when correspondence regulations have not been followed.
• Uses various functions of several types of office automation systems such as word processing, databases, and graphic software.
• Uses electronic mail to transmit and receive messages. Responsible for proper spelling, grammar, format, and arrangement of materials.
• Reviews and prepares all congressional correspondence received by the organization for necessary action.
• Reads and processes incoming correspondence and material.
• Thoroughly screens material prior to distribution for suspense dates, establishes controls, and follows up on responses which are due.
• Ensures that correspondence is properly routed in a timely manner.
• Compiles information for and prepares a variety of recurring and one-of-a-kind detailed reports and documents using a variety of computer software.
• Ensures that reports are prepared and forwarded within established time-frames.
• Assists supervisor and subordinates in the procedural aspects of expediting the work of the office by explaining reporting requirements, arranging for submission of data to be assembled by incumbent in general reports.
• Guides and assists personnel concerning procedures of preparation of correspondence.
• Reviews outgoing correspondence to insure uniformity and proper format, grammatical correctness, neatness and completeness of content.
• Responsible for proper spelling, grammar, format and arrangement of material.
• Utilizes office automation equipment to prepare correspondence, documents and reports.
• Utilizes computer systems equipped with file management programs, electronic mail, calendar, graphics, spreadsheets, word processing programs and data base management systems.
• Selects appropriate software type to accomplish task and transfers files and data between and among more than one system.
• Prepares standard forms using available software.
• Uses data base programs to input data and perform computations for administrative reports.
• Determines data required and displays desired and inputs appropriate commands to achieve special reports.
• Sends and receives messages via electronic mail.
• Work performed requires the services of a qualified typist.
• Incumbent is an authorized user of the Government Purchase Card. As an authorized user of this card the incumbent is responsible for meeting the standards for documentation and reconciliation of the purchase cards as set forth by VA Handbook 1730.1, Use and Management of Government Purchase Card, dated August 27, 2008.
• Performs other related duties as assigned.

• Applies knowledge of management principles, common business practices, administrative regulations, guidelines, and analysis of multiple programs for PM&RS
• The incumbent plays a critical support role in maintaining and coordinating internal review systems and records management to assure both clinical and administrative activities follow agency and accrediting and regulatory requirements.
• Responsible for ensuring compliance with Departmental guidelines involving outside professional activities for remuneration.
• Monitors PM&RS for compliance with the standards of external bodies and accrediting agencies and responds to internal actions for noncompliance with VHA Directive or Medical Center Policy.
• Provides service level reports, completes requests for operational data, and recommends remedial actions as necessary.
• Writes, reviews, and revises policies, as appropriate, coordinates timely responses as required for written formal and informal correspondence on behalf to the PM&RS service line, to include PATSR, VISN Suspense, Congressional and White House Hotline inquiries.
• Provides fund control oversight and budgetary data support duties that require the analytical ability, judgment, discretion, and knowledge of a vast array of programs in the PM&RS Service.
• Provides direct supervision to subordinate administrative personnel within the PMR&RS Service Line.
• Responsible for assuring accurate HR recruitment and on-boarding, labor mapping, supply and equipment procurements, timekeeping, and regularly recurring service line internal cost accounting data is accurate and responses timely.
• Coordinates management of a variety of electronic request platform systems to ensure optimized operational efficiency to include but not limited to: MSS, HR Smart, AIS, OIT, PIV, Work Life Balance, Telework, BioMed, Travel, Education, and Interior Design.
• Broad knowledge of the organizational principles, and practices which govern the way a VA Health Care System conducts business.
• Knowledge of the policies, precedents, goals, objectives, regulations, and
• guidelines of financial management, budget administration, accounts management.
• Knowledge of organizational structure, human resources staffing and utilization, position management, work methods, and related requirements to analyze and advise on managerial approaches and problems.
• Ability to oversee effective utilization of human resources, financial, and logistical resources.
• Serves as the primary Contracting Officer Representative (COR) for VISN 22 and PVAHCS contracts.
• Oversees all acquisition processes within the Service, inclusive of the establishment and administration of contracts and procurement of supplies and equipment.