Program Support Clerk

Summary This position is located in San Juan Puerto Rico, and performs clerical, and administrative duties in the Office of the Chief areas of the Supply Chain Service at the Veteran Affairs Caribbean Health Care System (VACHCS), and supported catchment area. Responsibilities Major duties include but are not limited to: Collects and develops reports, such as outbound mail and expenditure report for the Supply Chain Service. Use a variety of software to create spreadsheets, and databases. Typing a variety of materials (letters, memorandums, forms, and reports) with accuracy of format, spelling, punctuation, and grammar. Processing incoming and outgoing materials, such as correspondence, reports, work orders, and other forms of written communication. Transcribes minutes of meetings. Distributes minutes and agendas timely. Serves as TMS recorder for the Supply Chain Service Completes request for supplies, and maintenance calls for equipment. Submit all request for property or services. Serves as timekeeper for the supply Chain Services, accurately prepares time and attendance daily. Monitors Supply Chain Service Chief calendar and schedule appointments, in accordance with instructions and coordinate with supervisor. Process incoming correspondence, and material, thoroughly, and accurately screens them, reads, reviews, and re-route accordingly. Maintains and updates file system to enable quick and efficient retrievable of information. Protects printed and electronic files containing sensitive data. Meets the needs of customers while supporting VA missions. Communicates with internal and external customers in a courteous, tactful, and respectful manner. Handles conflict and problems in dealing with customers, constructively and appropriately. Receives visitors, and vendors from various private companies, and direct them accordingly. Answer telephone, and route calls accordingly. Performs related duties as required. Work Schedule: 7:30am-4:00pm, Monday-Friday. Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Program Support Clerk/PD121870 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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, 10/16/2024. SELECTIVE PLACEMENT FACTOR: (1) Must be proficient in spoken and written English. (2) Must be proficient in spoken Spanish. 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: Collecting and Compiling data and developing reports for the Supply Chain Service. Using a variety of software to develop spreadsheets, databases, graphic symbols, charts, and graphs for view or presentation of the collected data. Prepares, track, and submits requisitions, and electronic work orders. Maintain information for reports, meetings, conferences, and memorandums from required sources. Receive visitors and provides support addressing telephone calls for the Service. Scheduling and coordinating the agenda for monthly staff meetings, coordinating meetings, and maintaining file of minutes, and of the multiple committees. Serves as timekeeper and provides clerical support to Service. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successful completed four (4) years of education above high school level in any field from an accredited school. To qualify based solely on education for this grade level you must submit (unofficial or official) transcripts with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an appropriate combination of specialized experience and education. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Computer Skills Conflict Management Interpersonal Skills Technology Application 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, which requires normal safety precautions typical of such places as offices, meting and training rooms or libraries. The work area as adequately lighted, heated and ventilated. Some walking, standing, bending, and carrying of light items such as papers, books, small parts or driving an automobile, etc. 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 A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.