Voluntary Services Assistant

Summary

The CDCE/Voluntary Service is organizationally aligned under VHA. The incumbent serves as the CDCE/Voluntary Service Assistant of the facility's CDCE/Voluntary Service office reporting directly to the CDCE/Voluntary Service Officer/Chief.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/26/2026. You may qualify based on your experience as described below: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-5) in the Federal Service that has given you the particular knowledge - skills and abilities required to successfully perform the duties of a Voluntary Services Assistant - CDCE/Voluntary Service Assistant position - and that is typically in or related to the work of the position to be filled. Qualifying specialized experience includes orders and maintains necessary level of needed forms and office supplies; maintenance of office records and files; Compiles data for reporting purposes; experience inputting data into a computerized database. 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. The incumbent must attend lengthy meetings both during and after regular scheduled work hours. Travel to other medical center facilities is often necessary. Work is primarily in a hospital setting involving possible exposure to contagious disease. The regular and recurring work environment involves everyday risks and discomforts requiring normal safety precautions typical of an office and a hospital. The CDCE/Voluntary Service office is a very busy environment with constant traffic from visitors - volunteers - etc. on a daily basis. Some duties may be performed off medical center property at other community locations or outpatient satellite clinics. Some travel may be required within and beyond the local community on some evenings or weekends. 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/.

Duties

• Duties to include but 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
• Maintains relationships with members of the local advisory committees - Veterans Service Organizations (VSO) - and other local - corporate - or nonprofit entities within the catchment area to foster positive customer service experiences/partnerships
• Engaging the facility's Executive Leadership Team and administrative assistants in the Executive Office to facilitate meetings - correspondence - suspense or congressional responses - or any other administrative actions between the CDCE/Voluntary Service and leadership teams
• Maintaining many physical and/or electronic records for reports due monthly - quarterly - annually - and ad hoc
• Assists in the preparation - collaboration process - correction - and update to service policies while tracking expirations and required coordination across facility services
• Serves as the primary timekeeper for all CDCE/Voluntary Service employees and is responsible for completing all required trainings to ensure the proper access is maintained to manage timecards
• As the timekeeper - the incumbent communicates deadlines and updates to the service - avoids exceptions and makes corrections as soon as possible - and reports exceptions to the CDCE/Voluntary Service team and the frequency direction of the CDCE/Voluntary Service Officer Maintaining accountability and inventory of all items
• Assists 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 which includes - but not limited to-database development and management - processing and acknowledgment of gifts and donations - ordering of supplies - purchase card management - maintenance of office records and files - distribution of in-house and electronic mail - timekeeping - and travel arrangements
• Completes and coordinates office work including administrative functions requiring prioritization both self-determined and communicated by supervision
• Responsible for receiving - processing - and tracking gifts and donations including accurate entry into the Voluntary Service System or subsequent electronic donation database programs
• Coordinates acceptance and distribution of gifts-in-kind in accordance with donor intent to maximize benefit to inpatients and members
• Maintaining documentation of purchases - adherence to purchasing limits - use of mandatory and preferred sources - timely reconciliation of charges - and proper recording of receipt of procured goods and services
• Responsive to all audits and requests for reports that confirm compliance with guidance relative to control point clerk and government purchase card holder duties
• Coordinates 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
• Work Schedule: Monday -Friday 7:30am-4:00pm EST Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position
• Position Description/PD#: Voluntary Services Assistant/PD99769S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized