This position is located at the Edward Hines Jr. VA Hospital, a complexity level 1a facility, and is organizationally aligned under the Chief, Emergency Medicine Service. The primary purpose of the position is to be an assistant to the Administrative Officer and provide support to the Chief, Emergency Department.

Duties

The incumbent performs a variety of clerical, administrative and technical duties/responsibilities relevant to all aspects of the ED including management of human resource personnel, ordering supplies, data processing, maintaining, and securing confidential files, data collection, tracking and reports related to performance measures. Provides customer relations/general business/administrative support for multiple staff members and processes within Emergency Medicine. Assist in planning, organizing, coordinating, and implementing program elements in the department Provides general telephone and visitor referral services. Directs visitors and refers callers to appropriate staff member based on specific request or by ascertaining the nature of the call. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. The incumbent will assist the Administrative Officer and provide support to the Chief, Emergency Medicine and ED Staff in a wide variety of issues, problems, or situations. A high degree of independent judgment is essential for the incumbent to accomplish the duties assigned to this position. The incumbent provides support for non-routine correspondence such as special reports and congressional responses. The incumbent processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. The incumbent develops office correspondence, administers office publication, initiates and tracks printing and duplication requests, develops and maintains an internal Emergency Medicine reference library. Prepares correspondence covering subject of an administrative nature, both internal and external. Editing of letters, reviews correspondence for completeness, develops standard or form letters, replies to inquiries, prepares various reports. Takes action on all work that does not require attention of other staff. Establishes suspense dates and assures responsible parties are informed and dates are met. The incumbent is the primary timekeeper for two (2) T &Ls for staff and physicians within Emergency Department, which includes which includes posting daily time, entering tours of duty in VATAS, and adjusting leave requests as necessary. They are responsible for entering overtime, monitoring physician call-ins and contacting coverage when needed. The incumbent runs reports to analyze leave trends, uncertified and unvalidated timecards. Reports any potential leave abuse situations to the supervisor. Effectively communicates with other timekeepers, supervisors and TL approvers to ensure leave is appropriately entered. Ensure timecard corrections are certified and approved in a timely manner, and premium pay requests are approved. The incumbent will calculate and post rates for fee-basis physicians. Attends mandatory timekeeper training and stays up to date on adjustments made within the scheduling system. The incumbent will calculate. Processes and tracks documents, requests, actions, forms, and reports to assure timely response and compliance. Serves as the primary, initial contact for the Emergency Medicine Service and must be able to easily interface with a broad range of individuals from various socio-economic backgrounds including clinicians, interdisciplinary teams, and Veterans including special populations such as disabled Veterans. Other duties as assigned Work Schedule: M-F 8a-4:30p Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD22161O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/24/2023. 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 which provided the knowledge, skills, and abilities to successfully perform the duties of an Administrative Support Assistant. Examples of specialized experience would typically include, but are not limited to: Experience with computer applications such as word processing, spreadsheets, telecommunications, graphic presentations, and databases. Experience researching files, manuals, regulations, policies, and other information as requested. Experience with scheduling and calendar management. Experience with medical terminology, medical documents, and medical filing. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer Service (Clerical/Technical)Manages and Organizes InformationTechnical Competence 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 mostly sedentary in nature; however some walking, bending, standing, climbing, lifting and carrying of small items is required in performing duties. 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.



Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Vanessa Houliston
• Phone: 725-210-2766
• Email: [email protected]