Voluntary Services Asst

Summary The Voluntary Services Assistant serves as the Center for Development and Civic Engagement (CDCE)/Voluntary Service Assistant of the facility's CDCE/Voluntary Service office. They will be reporting directly to the CDCE/Voluntary Service Officer/Chief. You will be responsible for providing CDCE/Voluntary Service program management and overall program operations support. Responsibilities Major duties include, but are not limited to: Providing support to the facility's CDCE/Voluntary Service operations as the first point of contact for potential volunteers, patients, visitors, service organizations, corporate and community leaders, donors, and other internal and external stakeholders. Exhibiting a high degree of tact, diplomacy, and courtesy with every interpersonal interaction daily. Communicating and coordinating on behalf of the CDCE/Voluntary Service Officer with services across the health care system, agency representatives (including VHA, VBA, and NCA), and community officials regarding programs, events, and activities. Maintaining many physical and/or electronic records for reports due monthly, quarterly, annually, and ad hoc. Serving as the primary timekeeper for all CDCE/Voluntary Service employees. Assisting the CDCE/Voluntary Service Officer in position management to project staffing needs, entering actions by Human Resources and employment decisions into HR Smart, USA Staffing, and any other relevant position management portals as determined by local, VISN, or national protocols. Responsible for clerical functions associated with the CDCE/Voluntary Service program management. Collaborating with CDCE/Voluntary Service Officer to complete equipment inventory surveys and ensures proper documentation of equipment assigned to the CDCE/Voluntary Service department. Receiving, processing, and tracking gifts and donations including accurate entry into the Voluntary Service System or subsequent electronic donation database programs. Coordinating requests and purchases of office operating supplies, generates reports from automated information systems, and completes other administrative tasks essential to the effective and efficient operation of the CDCE/Voluntary Service Office. Performs other related duties as assigned Work Schedule: Monday - Friday. Schedule determined by facility. Weekends may be required on occasion. Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Voluntary Services Asst/PD99769S Relocation/Recruitment Incentives: Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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, 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, 10/27/2026. 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-6 position you must have served 52 weeks at the GS-5. 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. 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-5 in the normal line of progression for the occupation in the organization. Specialized experience includes: Providing administrative and clerical support for Voluntary Service programs and office operations in a healthcare setting. Experience providing excellent customer service and professionalism when interacting with volunteers, Veterans, staff, community partners, and the public to provide program information and address concerns. Assisting with recruitment, onboarding, scheduling, and coordination of volunteers. Maintaining accurate volunteer records, applications, assignments, service hours, and attendance using manual and electronic systems. Planning and organizing volunteer recognition events, fundraising, and community outreach activities. Preparing correspondence, reports, spreadsheets, and documentation related to program activities, donations, and administrative tasks. Managing inventory, ordering, and distribution of donated goods and program supplies. Utilizing Microsoft Office applications (Word, Excel, Outlook, Teams) and volunteer management software to track and report data. Experience serving as a Government Purchase Card (GPC) cardholder, making authorized purchases in accordance with federal regulations, agency policies, and established purchasing procedures. Performing timekeeping duties and assisting with payroll and leave discrepancies. Supporting identification badge/PIV credentialing processes and assisting with basic IT access issues (ADPAC tasks). Reviewing documents for accuracy, ensuring compliance with policies and maintaining confidential records. Organizing and prioritizing assignments to complete actions within deadlines. Researching administrative issues, resolving discrepancies, and collaborating with supervisors, employees, volunteers, and community organizations to support overall Voluntary Service operations. Performing general administrative duties such as appointment scheduling, filing, data entry, and responding to inquiries. Experience performing data entry, generating reports, researching records, and identifying or correcting discrepancies within computerized systems. You will be assessed on the following Competencies for this position: Clerical Computer Skills Customer Service Manages Resources Physical Requirements: Work is moderately sedentary, although considerably variable. It requires a fair amount of standing, sometimes for long periods, walking, climbing stairs, and bending. Work may require some heavy to moderate lifting, transporting of materials, equipment and supplies for special events and other programs. Due to the diverse nature and scope of the work, it may require occasionally working in extreme temperatures (hot or cold). Driving or riding in a vehicle is also required on a routine basis to provide coverage, trainings, or other support at off-site clinics; attend outside community meetings; and support special events. Travel may also occur in support of outreach events and conferences. You must attend lengthy meetings both during and after regular scheduled work hours. Travel to other medical center facilities is often necessary. 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 Additional Information 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.