Program Support Clerk

Veterans Affairs, Veterans Health Administration - Coatesville, PA (30+ days ago)3.9

Reads all incoming correspondence, determining proper action. Reviews outgoing correspondence and reports prepared by VAVS and Specialist under the auspices of the Director of H.A.S., ensuring proper format, mathematical correctness, correct grammatical content, and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy.

Takes and transcribes minutes of the VAVS Advisory Meetings, Executive Committee Meetings, and Staff Advisory Committee Meetings, coordinating information and preparing folders of material to be discussed for each member of the committee. Dictation taken in the office of the Director of H.A.S. at meetings is often confidential and frequently includes sensitive information.

Assists in preparing necessary forms for training/orientation/donations for VAVS. Incumbent will input volunteer hours, maintain visit statistics and records for cost centers and ADP reports for east reference for reports.

Consults with the various secretaries in the Patient Care Line/Service offices on procedural matters such as the correct procedures to follow in preparing correspondence.

Prepares correspondence for the signature of the Director of H.A.S. and maintains records and files for same. Maintains a schedule of activities, conferences, and meetings held in the VAVS office conference room and loaning of CMR inventory to other facility areas. Sets up conferences for the Director of H.A.S. / Voluntary Office, establishes mutual times, etc. Upon request, writes reports of contact due to initial interface with volunteers / staff.

Makes airline and hotel reservations for trips taken by the Director of H.A.S. / Voluntary Office, coordinating travel, types itinerary, etc.

Incumbent maintains an extensive file system for cross-reference retrieval for VAVS administrative, committees, special events and organizations correspondence/reports.

Incumbent is responsible to receive, distribute, and acknowledge donations to the facility.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/12/2018.

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-05 position you must have served 52 weeks at the GS-04. 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. 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 and/or education as described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience with Volunteers, Experience with Volunteer records, Experience with VSS system for record keeping. OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess Four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR,
Combination: Applicants may also combine education and experience to qualify at this level. You must possess a combination of successfully completed education and experience to meet the total experience requirements. (i.e. 6 months of specialized experience and 3 years of education above the high school level). NOTE: Only education beyond the second year can be used in combination with specialized experience to qualify for this grade.
You will be rated on the following Competencies for this position:

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: Work is generally sedentary in nature, sometimes requiring light lifting and transportation of records.

To apply for this position, you must provide a complete Application Package which includes:

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
Executive Core Qualifications (ECQs)
Other Veterans Document

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