Veterans Affairs, Veterans Health Administration Program Support Assistant in Fort Harrison, Montana
Summary This position reports directly to the ACOS for Surgical Services but works under the daily direction of the Administrative Officer for Surgical Services. The Program Support Assistant provides a wide range of specialized administrative, clerical, and office automation services for the Surgical Service line. The Program Support Assistant adopts the principles, practices, processes, and techniques common to any general administrative situation and to the specialized requirements of the service. Responsibilities Major duties include but not limited to: Collects data, compiles, analyzes and summarizes data, and prepares summary reports to facilitate clinical and program evaluation. Selects appropriate software, when applicable, to track a variety of recurring requirements to facilitate clinical care and meet regulatory standards. Utilizes a variety of software programs and communication tools to input and retrieve data as required. Compiles monthly reports from statistical data to track and identify trends or issues within the programs and clinical services to be used by clinical supervisors and staff. Assists with the collection of data and preparation of annual estimates of service line costs and helps to manage allocated funds. Develops and provides accurate data and reports related to the administrative, clinical, and technical aspects to the ACOS, AO, and other supervisory staff needing data. Track the Encounter Action Required Report for all unclosed encounters and encounter errors, and to communicate with clinicians to ensure timely encounter closure. Works in collaboration with the AO to ensure strategies are developed and implemented to maximize VERA reimbursement. Monitors work assignments and prioritizes based on urgency to maintain efficient workflow. Assists with scheduling of appointments for the ACOS and managing ACOS calendar events, providing guidance to staff members to include changes in policies and procedures, distribution of employee work schedules, schedule and assist with orientation and training for administrative tasks for new and existing employees, and ensuring all training requirements are met. Provides input to the ACOS and AO when budget information is needed. These budget estimates include equipment, supplies, etc. Responsible for the coordination of all logistic requirements for basis, repair/turn-in of equipment and completion of annual physical inventory of equipment assigned to the services and programs in the service line. Responsible for periodic review of labor mapping of staff assigned to the service line and to prepare summary reports for recommended changes. Serves as the Records Liaison for the service and is responsible for maintaining the file plan for the service line. Advises supervisors and employees on the interpretation and application of straightforward human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas. Responsible for the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Incumbent ensures VHA Customer Service standards are honored and customer service problems are addressed promptly. Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Performs other related duties as assigned. Work Schedule: Monday-Friday, 8:00am-4:30pm Compressed/Flexible: Not Available Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD13442A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/02/2022. 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. 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 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: (1) Knowledge of VATAS and timekeeping, (2) Creates and maintains work schedules, (3) attend meetings and record minutes, (4) able to communicate both written and orally, (5) orders and maintains office supplies and equipment, (6) knowledge of computers and computer software, (7) skilled in creating Excel spreadsheets and PowerPoint presentations.. You will be rated on the following Competencies for this position: Attention to DetailClericalInterpersonal SkillsSelf Management 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: The work does not demand any special physical qualifications and is basically sedentary. It does require some wailing, standing, bending and carrying of heavy charts, files and light equipment periodically. Work is typically performed in an office setting, including all wards and clinics of the VA Medical Center. All areas are adequately lighted and climate controlled. The work involves everyday risks or discomforts and requires normal safety precautions typical of meeting and training rooms and office settings. 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 There is no educational substitution at this grade level. Additional Information The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.