Program Support Assistant (Office Automation)

Job Title

Program Support Assistant (Office Automation)

Major Duties and Responsibilities:

The 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.

The 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.

The 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.

The 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.

The 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.

The incumbent acts as Office of lnformation & Technology's Automated Data Processing Coordinator for the Safety Service.

The 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.

The incumbent will be a purchase card holder or work toward becoming one. They will be responsible for ordering Safety Service Supplies, Safety Shoes, etc.

The incumbent is responsible for putting together monthly Supply Mapping Reports for the Chief of Safety's signature.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday, 7:00am - 3:30pm

This is not a virtual position.

Position Description/PD#: Program Support Assistant (Office Automation)/ PD053590

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized