Management and Program Assistant

Summary As an Management and Program Assistant at the Lexington VA Healthcare System in Lexington, Kentucky with responsibilities for environmental care activities within the Environment Management Service (EMS) under the supervision of the Administrative Officer, Environmental Management Service. Responsibilities include a variety of administrative and environmental care duties related to environmental sanitation, waste management, textile/linen management, pest control, and other EMS functions. Responsibilities Duties include but are not limited too: Creates reports, analyzes data, and makes recommendations to EMS Management. Prepare correspondence covering subject of an administrative nature, both internal and external. Establishes and maintains office files and records. Receives and logs outgoing correspondence, reviewing it for correct format, punctuation, spelling, grammatical accuracy, factual correctness, enclosures, dates, signatures, complete addresses, etc. Effectively enhances the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports considering the interrelationships of reports and multiple uses of data. Prepares quick order requests for office supplies and prepares supply requests. Maintains a continual accumulation of all types of data for use in preparation of a variety of reports. Operates personal computer terminal to prepare a variety of narrative and tabular material (e.g., correspondence, reports, technical papers, charts, statistical tables, manuals, travel orders, messages and other documents) involving the common terminology of the unit for which the work is done and requiring accuracy in spelling, grammar, and syllabication. Updates timekeeping program in accordance with local facility requirements. Assists management with developing budgets and resource allocation for EMS. Prepares, conducts system reviews, and updates to meet compliance with regulatory bodies. Develops and implements procedures, policies, and practices that meet requirements of VHA and other applicable accrediting bodies. Tracks and monitors training requirements of staff and reports findings to supervisory staff. Schedules EOC round, uses data from automated systems for tracking and trending deficiencies to closure. Prepares PIV and IT requests for employees to gain system access. Inputs work orders using automated work order system. Assists with planning, development, coordination, reviews, and monitors all EMS training/education program activities and coursework for employees. Corresponds verbally and in writing with Human resources. Other duties, as assigned Work Schedule: Monday - Friday, 7:00am to 3:30pm Telework: Not telework eligible Position Description/PD#: Management and Program Assistant/PD303760 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 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/22/2026. 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-07 position you must have served 52 weeks at the GS-06. 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. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Applicants must submit documentation verifying that they meet time-in-grade requirements in accordance with federal regulations. Human Resources will not review or access official personnel records to determine eligibility if supporting documentation is not provided. Failure to submit required documentation will result in an ineligible rating. 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. Permanent Employee Status: If you are unsure if you have permanent employee status to be considered for this position, you can verify your status by referring to Box 24 on your most recent SF-50. The box must have a 1 or 2 in order to be considered for this position. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: creating reports, gathering data, and successfully transmitting it into reports for upper-level management. Analyzing data and providing detail reports on the data. Scheduling meeting and completing timekeeping functions and helping with budget management as well as monitoring supply and equipment levels. You will be rated on the following Competencies for this position: Clerical, Computer Skills, Customer Service, Flexibility, Integrity/Honesty, Interpersonal Skills, Manages and Organizes Information, Reading Comprehension, Reasoning, Self-Management, Teamwork, and Writing 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. Basis for Selection: Selections for positions will be based on the objective evaluation of the candidates' total qualifications for the position. "Qualifications" means the combination of experience, training, education, skills, knowledge, abilities, personal characteristics, and merit factors deemed to be pertinent to successful performance. Physical Requirements: The work is primarily sedentary, although some physical effort may be required; to include standing, walking, pushing equipment (i.e., up to 500 pounds). Member maybe required standing on 6' ladder in the performance of their respective duties. Incumbent maybe required to lift from 50 to 100 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. 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: 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: Additional Information This job opportunity announcement may be used to fill additional vacancies. 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.