Veterans Affairs, Veterans Health Administration Program Support Asst (OA) in Des Moines, Iowa
Summary This position provides program and administrative support to Primary Care and Specialty Medicine Service Line leaders and staff. This position is directly supervised by the Primary Care (PC)/Specialty Medicine (SM) Administrative Officer (AO). PC and SM represents two of the largest service lines of VA Central Iowa Healthcare System and also includes five Community Based Outpatient Clinics (CBOC) of Mason City, Ft Dodge, Carroll, Marshalltown, and Knoxville. Responsibilities Duties include but not limited to: Thoroughly screens calls and visitors to the PC/SC Administrative Office determining which can be handled personally, which should be referred to the Administrative Officer, and which should be directed elsewhere. Maintains emergency call rosters and contact numbers for all key staff of PC and SM service lines. Monitors and tracks inbound official Congressional and White House Inquiries, and Veteran complaints and concerns through the PATS-R tracking and response system (Patient Advocate Tracking System) and routes to key staff to address Veteran inquiries or concerns. Composes correspondence, which is both routine (following samples of previous, similar correspondence) and unique in nature (composed from facts gathered, personal knowledge, etc.). Such correspondence includes letters; memorandums, standard operating protocols, and directives to various departments; reports of a clinical and/or statistical nature; data requested by the VISN, often with a short turnaround; and references based on previous performance evaluations and personal knowledge. Establishes and maintains the Service Lines ACOS/PC & SM and AO personal files of correspondence and documents concerning special programs and projects, subordinate personnel, investigations and/or problems regarding patients, employees, training, etc. Orders office supplies and performs purchase card duties for Service Lines as authorized by the AO. Serves as Service Line ADPAC. Management of all computer user account access (ADPAC) for service line staff and provider, process ePas and provider person class requests and changes. Arranges travel for the Service Line Director(s), AO and other staff (physicians and nurses) preparing necessary paperwork for funding through Education Service. Attends all service line group meetings and takes meeting minutes for conferences and meetings, transcribes meeting minutes for review and signature by conference or meeting leader or service line leadership. Collects, compiles and/or tracks data and statistical information required to monitor service line programs or initiatives. Work Schedule: Monday-Friday, 7:30 am - 4:00 pm Telework: Ad Hoc available Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD303500 and PD30350A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/05/2021. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Specialized experience would typically include experience in performing at least three of the following tasks: typing correspondence and/or preparing forms; scheduling meetings, appointments and/or interviews; maintaining electronic or sharepoint documents; gathering program data and preparing reports; utilizing various computer programs/applications to input and provide data; and orders/maintains office supplies. In addition to meeting experience requirements, applicants for these positions must show possession of the following skills: 40 words per minute typing speed. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceIntegrity/Honesty 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 is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending carrying of light items such as papers, books, small parts or driving an automobile, etc. No special physical demands are required to perform the work. 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. 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.