Voluntary Services Assistant

Full Job Description

The Veterans Health Administration (VHA) has adopted the Center for Development and Civic Engagement/Voluntary Service Modernization Initiative which is a new model of organizing and consolidating essential voluntary functions and services to the Medical Center.

This streamlined and focused approach moves VHA forward in its continuum of providing comprehensive, compassionate, and coordinated care to Veterans.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/23/2026.

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.

Examples of specialized experience would typically include, but are not limited to: Knowledge of records management, Microsoft Word, Microsoft Excel, Microsoft Power Point, Voluntary Services System (VSS) and any related or subsequent databases or programs, and VATAS and any subsequent employee timekeeping databases or programs.

Ordering and maintaining necessary level of needed forms, office supplies; maintenance of office records and files; Compiles data for reporting purposes; experience inputting data into a computerized database; experience recording and managing physical items such as donation; and utilizing interpersonal communication skills which foster effective working relationships.

Knowledge of effective oral and written communication skills.

Knowledge of strategies to develop and maintain positive and successful relationships with a variety of people from different ethnic, education, and socio-economic backgrounds and interests.

Ability to creatively problem solve daily minor operational issues and ability to deal effectively and tactfully with stressful situations.

knowledge of the organization's rules, procedures, operations, and facility business practices.

Knowledge of purchase cards, procurement and acquisition policies and procedures sufficient to support Voluntary Service programming and to meet Veterans' needs; required to work with vendors to order gifts, supplies, or other items to support programs and operations.

You will be rated on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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.

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.

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/.

Major Duties:

Duties include but not limited to: The Voluntary Service Assistant for the Center for Development and Civic Engagement (CDCE) Voluntary Service is responsible for 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.

The incumbent must exhibit a high degree of tact, diplomacy, and courtesy with every interpersonal interaction daily.

Communicates and coordinates 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.

Maintains relationships with members of the local advisory committees, Veterans Service Organizations (VSO), and other local, corporate, or non­ profit entities within the catchment area to foster positive customer service experiences/partnerships.

Routinely 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.

Serves as the Records Control, Suspense Control, and Report Control officer for CDCE Voluntary Service.

Maintains 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.

Serves as a PIV Sponsor/Manager for CDCE Voluntary Service employees and backup Sponsor/Manager for volunteers.

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.

The incumbent is also responsible for CDCE/Voluntary Service ADPAC duties.

Performs a full range of administrative duties in support of the program, including a variety of duties with assigned or self-initiated priorities.

Assists the CDCE Voluntary Service Officer/Chief and staff in the development of new areas for volunteer support, as well as assists in developing recruitment materials, orientation guides, training guides, handbooks, correspondence, etc.

Responsible for written correspondence (writing letters and reports). Retrieves and provides input for reoccurring reports. Compiles data for monthly, quarterly, and annual reports.

Information is presented to the CDCE Voluntary Service Officer for final review and reporting. Assembles and summarizes information for other special projects and reports as needed.

Enters data into multiple databases including, but not limited to, CDCE Voluntary Service timekeeping and donation package, PIV systems, and HR Smart. Completes meeting minutes as assigned.

Generates reports from automated information systems, including temporary receipts for donations, acknowledgements, compliance reports, and purchase card compliance documents.

Reviews correspondence and communications regarding CDCEN Voluntary Service programs, policies, and procedures. Develops and prepares communications materials regarding the program.

Oversight of the VA volunteer timekeeping and donation package. Within required guidelines, is responsible for the operation of the program and input of volunteer information.

Accurate recording of volunteer assignment, volunteer hours service, corrections of errors and distribution of reports.

Enters timekeeping records for the service on a regular basis, procures office supplies and enters repair work orders at direction of supervisor. Performs other duties as assigned.

Work Schedule: Monday - Friday, 8:00am to 4:30pm Compressed/Flexible: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Voluntary Services Assistant/99769-S Financial Disclosure Report: Not required