Program Assistant Jobs in Inkster, MI (NOW HIRING)

The incumbent provides management assistance in CAMS. In particular, the incumbent provides technical and clerical assistance to the Service Chief, Director of Outpatient Scheduling, and senior leadership of assigned Section(s). Because of the nature of responsibilities associated with this position, the incumbent is often required to exercise independent judgment in responding to inquiries and management actions requiring immediate attention. More specifically, the incumbent performs the following duties:

• Serves as program assistant and secretary to the Service Chief and Director of Outpatient Schedule
• Performs secretarial duties for leadership staff upon request.
• Performs administrative duties and serves as secretarial/support personnel for Service Leadership.
• Is responsible for documentation and initiation of paperwork as necessary and directed by the Service Chief and Director of Outpatient Scheduling for professional staff in CAMS Leadership Office, as appropriate. Responsible for timely completion and submission of all action items, memorandums timesheets (primary & secondary timekeeping), labor mapping, ADPAC (ePAS as well as 180 da) review), etc. as well as the management of calendar appointments for both Service Chief and Administrative Officer.
• Screens in-person and telephone inquiries using sound judgment and knowledge to provide accurate information and answer substantive questions regarding operations of the service. Refers inquiries to appropriate personnel in various services when unable to provide requested information.
• Has complete knowledge of the service word processing programs including ability to make minor adjustments when problems arise. Is able to use the equipment for reports, memoranda, or any written materials generated by the leadership staff, and other supervisory personnel. Is able to edit materials for proper format, spelling, punctuation and in keeping with administration policies and procedures.
• Reviews and controls incoming and outgoing correspondence to include but not limited to mail parcels and interoffice communication. Uses own initiative in responding to correspondence from other services and outside sources and composes non-technical documents for review and signature.
• Independently drafts memos for the Service Chief and Director of Outpatient Scheduling. Screens, sorts and distributes mail service-wide with the coordination with authorized points of contact for pick-up or delivery.
• Serves as primary timekeeper for Leadership T&L(s) as well as secondary timekeeper for subordinate T&Ls, accurately maintaining timecards, overtime/compensatory authorizations and leave records to include but not limited to maintenance of T&L Delegation of Authority (DOA) Documentation. Assists service Leadership of monitoring service Call-out line as well as quick and frequent communication of unexpected staff shortage to service supervisors so appropriate coverage may be immediately determined.
• Is responsible for maintenance of staff employee records. Maintains accurate file of employee addresses and phone numbers and notifies appropriate departments of any changes. Independently produces accurate chart of irregular tours-of-duty and Emergency Call Back schedule as required for the Chief of Staff as staffing changes occur. Is responsible for updating Master File Plan and inspection of six-part personnel files assuring all necessary documents are maintained and are up to date. Conducts annual audit of six-part files, determines what documents may be missing or require attention (signature, recertification, etc.). Develops and maintains filing systems in accordance with VA policies and departmental needs. Is responsible for preparing staff meeting agendas for Service Chief and Director of Outpatient Scheduling, meeting notices to staff, scribing minutes of meetings, obtaining Service Chiefs signature on finalized minutes, and posting or communicating minutes as appropriate.
• Serves as an ADPAC for their assigned service. Completes all required trainings, seeks out and shares additional knowledge through building relationships with other sections and services.
• Extensive knowledge of the organization, its mission, goals, policies, procedures, and organizational structure.
• Detailed knowledge of the responsibilities and program areas of CAMS.
• Detailed knowledge of the VA format style for correspondence, ability to compose memoranda, letters and minutes of meetings with proper format, style and content. The ability to perform these compositions independently.

Work Schedule: Monday - Friday, 7:30 am-4:00pm

This is not a virtual position.

Position Description/PD#: Program Support Assistant / PD918940

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required