Vacancy Identification Number (VIN): 12040691. Please read this announcement in its entirety before beginning the application process to ensure you submit all the required documents. See Required Document sections in this announcement before applying. Please read the application questionnaire before applying: https://apply.usastaffing.gov/ViewQuestionnaire/12040691. This vacancy announcement will close 11:59 p.m. (EST) on 07/25/2023.

Duties

The incumbent is a Program Support Assistant whose primary purpose is to provide administrative and clerical support to the Sterile Processing Service (SPS) at the Lexington VAHCS. The incumbent has primary responsibility for providing office and clerical support to the Sterile Processing Services (SPS). Incumbent Is responsible for maintaining time and attendance, and training records for SPS personnel. Incumbent gathers. Interprets, and applies regulatory guidelines related to SPS, distributing information as needed. Maintains all section administrative files that include employee records, directives, memorandums, reviews, and reports. Maintains computer documentation vital to the section's mission, retrieves, and prints, as needed. Utilizes, to the fullest extent possible, all available office automation equipment, such as telephone, fax, and computer, and related programs such as VISTA, Microsoft Office, Acustaf, VATAS, Censitrac, and any other programs used in the SPS department. Major duties include, but are not limited to: Collects, analyzes, tracks, organizes, and interprets various data/ surveys/ questionnaires. Assist in assessing and tracking workflow of Sterile Processing Service and help adjust ensure adequate workload capture. Coordinates all administrative functions for Sterile Processing Services. Attends assigned medical facility Governance committee meetings and is responsible for meeting agenda, minutes, and submission to committee chairs of completed meeting minutes for approval. Collect, compile and/or track data to support policy development and administrative decisions and will be responsible for process of service level policies and Medical Center Memorandums pertaining to Sterile Processing Services with final approval by the Chief (SPS). Responsible for Sterile Processing Service supply system maintenance, which includes notifying delivery systems to deliver to appropriate areas that includes remote areas, preparing supply order and routing to logistics and will maintain an orderly supply/copy room for easy access and for the completion of an annual equipment inventory. Utilizing VHA clinical and safety data management tools including but not limited to DSS mapping and tracking in AcuStaf, Nursing Professional Standard Boards, CGE travel, Timekeeping, and Record keeping. Creating, analyzing and distributing to Service Chiefs reports from VATAS, AcuStaf and DSS mapping, this would include overtime, compensatory time, AWOL and LWOP reports, and Labor Mapping pay reports. Utilizes the Time and Attendance (VATAS), scheduling software (AcuStaf) and WEB-HR. Provides technical information regarding time and attendance for Patient Care Services; assists with troubleshooting any timekeeping issues. Identifies and researches pay issues and communicate findings to SPS Leadership and works directly with payroll to resolve the pay issues. Incumbent will be responsible for tracking employee FMLA, Workmen's compensation, Union Time, sick leave, annual leave and provide reports to SPS Leadership. Coordinates travel through the CGE Travel system and trouble shoots user application problems in regard to travel authorizations, expense reports and any other travel related issues. Coordinates meetings, appointments, etc., for SPS Management by scheduling rooms, video equipment, phone conferencing lines, assembling support material, and notifying attendees; maintains a calendar of appointments, meetings, conferences, and deadlines for SPS Management. Plans, establishes, maintains, and dispositions SPS administrative files. Maintains the filing system, which includes correspondence, reports, personnel and training records, project files, publications, and other directive material. Acts as a resource person for staff in administrative matters dealing with correct office procedures, proper formats for various letters and reports, timekeeping regulations, locating on the intranet specific health care system directives, agency policies and procedures. Other duties as assigned. Work Schedule: Monday-Friday, 08:00am-04:30pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD304920 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/25/2023. 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 the GS-06 position you must have served 52 weeks at the GS-05. 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. 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. Examples of specialized experience would typically include, but are not limited to: Knowledge of administrative principles and techniques that includes the ability to effectively organize the flow of clerical processes in the office; Compiling and/or tracking data from programs (i.e. CensiTrac) pertaining to Sterile Processing. Knowledge of an extensive body of rules, procedures, or operations that require extended training and experience to perform a wide variety of interrelated or nonstandard procedural assignments and resolve a wide range of problems; Knowledge of file organization to be able to file and retrieve pertinent VA regulations, directives, memorandums, policies, and reports, as well as using the proper format to be able to type memorandums, reports, minutes, reviews, policies, etc., material to be typed Is received either orally or in writing; Knowledge of forms used throughout the medical center and familiarity of levels necessary to maintain an adequate stock on hand to support using services, familiarity of forms procurement from the Internet or through purchase requests; Ability to interpret and apply guidelines involving program and administrative processes; Reviewing correspondence, required report formats, proper grammar, spelling and punctuation, syntax, etc., in order to review documents for conformance with formats and procedural requirements, and to identify and correct grammatical errors, and to prepare all materials in final format; Utilizing a variety of software and programs to accomplish work such as Microsoft Word, Excel Spreadsheet, Visio and Power Point. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Database AdministrationInformation 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 is generally sedentary; however, there will be some walking, standing, bending, and carrying of light items such as papers and books. The tasks may require long periods at a desk working on a personal computer or other piece of equipment. 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.

Contacts

• Address Lexington VA Health Care System 2250 Leestown Road Lexington, KY 40511 US
• Name: David Mason
• Phone: 304-669-0978
• Email: [email protected]