Program Support Assistant
Performs primary timekeeping duties for time and leave units within PCSL. Includes daily posting of attendance, tracking of exceptions and timecard certification by supervisors. Serves as PCSL's record liaison. Establishes, maintains, and revises office and electronic filing systems with the appropriate level of security. Organizes, maintains, processes and disposes of routine and confidential paper and electronic files, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages and SharePoint content; coordinates correspondence and communication flow including that of a sensitive nature. Coordinates with facility record manager as needed. Runs the Action Required report and filters the No Status report for PCSL; maintains consistent communication with clinicians to resolve incomplete visits, incomplete and no status encounters, and incorrect duplicate visits on a regular basis. Assists the Administrative Officer, Clinical Services with equipment inventory, locating and documenting PCSL equipment across multiple sites ensuring necessary identification labels are in place. May serve on special committees, initiatives or projects in either a lead or supporting role. Enters work orders when needed; assists with supply purchases by coordinating with end user to identify exact product needed and follow through the procurement process. Responsible for managing key inventory and submitting requests when keys are needed. Consults with and provides education, guidance and technical advice to all service line staff including our CBOC partners regarding scheduling, consult management, unsigned notes, encounter completion, missed opportunities, PACT team assignments, Secure Messaging escalation, scheduling, Electronic Wait List management, New Enrollee Appointment Requests, and other related items/initiatives. Identifies and recommends ways of eliminating, combining, simplifying or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications. Works in concert with all staff, clinical and administrative, using considerable tact, diplomacy, civility and courtesy. Makes all necessary arrangements for PCSL staff when needed for travel and education requests; educates staff on proper documents needing completion and formally prepares and submits requests to PCSL and facility leadership for review. Schedules meetings and manages meeting logistics to include distributing agendas and setting up video teleconferencing systems and telephone lines. Transcribes minutes and documents in prescribed format for review/approval by meeting facilitator and distributes to appropriate staff. Ensures correct punctuation, spelling, grammar and formatting are used and maintains confidentiality. Oversees PCSL documentation related to Home Health authorizations from non-VA healthcare agencies. Coordinates with EVAMC Non-VA Care department to track PCSL's open cases. Follows up with clinicians to obtain proper signatures to close out pending orders, tracking progression throughout process. Prepares PCSL correspondence using Microsoft Suite products, such as Word, Excel, PowerPoint, and Outlook; ensures correct punctuation, capitalization, spelling, grammar, and conformance to style, using familiarity with medical terminology and departmental processes. Retrieves data from various sources (including Decision Support System (DSS) and VHA Support Service Center (VSSC), VISTA, CPRS, PCMM, Pyramid) to include in service line correspondence. Assists with items related to the program and administrative work of the PCSL in support of the Primary Care Medical Director. Understands and assists the service line Automated Data Processing Application Coordinator (ADPAC). Ensures completion of pre-requisite training for all PCSL employees. Serves as the PCSL TMS coordinator, completing administrative duties to ensure employee accounts reflect the correct supervisor, reset passwords and retrieve various types of training reports, coordinating with Education and OIT as needed. Work Schedule:
Monday - Friday 7:
30am - 4:
00pm Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant/PD014180 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/03/2020. 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:
administrative and technical knowledge and understanding of clinical operations; extensive ability to utilize computer programs, multi-tasking, attention to detail, organize work, set priorities, determine resource requirements, and coordinate with other departments or organizations; customer service skills when working with internal and external customers. . You will be rated on the following Competencies for this position:
ClericalCommunicationComplianceCustomer ServiceInformation Management Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. General HR Manager Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Compliance - Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. Customer Service - Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. Information Management - Identifies a need for and knows where or how to gather information, organizes and maintains information or information management systems. 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 requires some physical exertion, such as periods of standing when teaching; some walking, bending, crouching, stooping, stretching, or similar activities when visiting work sites; and some moderate lifting and carrying. At other times the work is sedentary, requiring the use of a computer. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday - Friday 7:
30am - 4:
00pm Compressed/Flexible:
Not Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant/PD014180 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/03/2020. 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:
administrative and technical knowledge and understanding of clinical operations; extensive ability to utilize computer programs, multi-tasking, attention to detail, organize work, set priorities, determine resource requirements, and coordinate with other departments or organizations; customer service skills when working with internal and external customers. . You will be rated on the following Competencies for this position:
ClericalCommunicationComplianceCustomer ServiceInformation Management Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. General HR Manager Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Compliance - Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. Customer Service - Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. Information Management - Identifies a need for and knows where or how to gather information, organizes and maintains information or information management systems. 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 requires some physical exertion, such as periods of standing when teaching; some walking, bending, crouching, stooping, stretching, or similar activities when visiting work sites; and some moderate lifting and carrying. At other times the work is sedentary, requiring the use of a computer. 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/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$38,921 to $50,598 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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