This position is organizationally located at the James E. Van Zandt Medical Center and is under the direct supervision of the Chief Health Administration Service. The incumbent provides administrative support and assistance for programs within the Health Administration Service (HAS) and Health Information Management Section (HIMS) under the immediate supervision of the Assistant Chief, HAS.

Duties

Duties include Peforms a variety of administrative/clerical tasks associated with maintaining and supporting the work of the Health Administration Service. Monitors office workflows, processes all timekeeping for employees under direct alignment of the Assistant Chief HAS, approximately 100+ employees, and develops recommendations to improve efficiency. The incumbent works collaboratively with other members of the service and medical center as indicated to fully support and assure the success of the service administrative activities and programs. Assists in the administrative responsibilities for the service, to include data collection, data entry, and reporting. Ensures reports are accurate and comnunicated in a timely manner. Duties will include preparation of memoranda, reports and policy revisions; maintenance of files; and functions as the Service Record Liaison. Maintains key control records as assigned. Works with facilities service in preparing electronic work orders as needed. The incumbent will procure and control multiple general support services such as office supplies and office equipment. Ensures an adequate stock of supplies are maintained. Completes annual service equipment inventory and reports any discrepancies to the Assistant Chief Health Administration Service. Maintains six-part folders, training records and annual leave roster schedules. Coordinates PIV access for HAS staff aligned under the Assistant Chief HAS. Serves as primary timekeeper for Assistant Chief Health Administration Service. Completes HAS staff timecards timely and accurately for submission to Payroll. Provides training and updated timekeeping information to the service's back up timekeepers and supervisors. The incumbent receives and works independently on special assignments from the Assistant Chief Health Administration Service. Discusses any concerns and provides meaningful recommendations. Updates the departmental fan out/call back roster. Performs work involving the collection, compilation and/or tracking of data and statistical information in support of HAS program operations. Establishes protocols for incoming data. Employee composes and submits correspondence, reports, and minutes that are completed according to the appropriate format. Serves as the recorder for meetings and prepares agendas and minutes according to medical center policy. Composes routine correspondence on other subjects as outlined in regulations and procedures or as requested. Reviews incoming correspondence. Independently determines which correspondence can be acted upon personally. Processes information requests, correspondence controls and interoffice communications. Assists the Assistant Chief HAS and Supervisors directly aligned under the Assistant Chief HAS with tracking and monitoring Health Administration actions. This may involve collaboration with department staff or other medical center staff to obtain the necessary information. Must be able to understand processes and to appropriately express the findings in a written format. The incumbent responds to telephonic and written inquiries and assures that critical calls and correspondence are forwarded appropriately. The incumbent must be able to triage the call and notify the appropriate staff member of the call and its urgency. Maintains meetings and appointments for Assistant Chief, HAS based on personal knowledge of workload and changing priorities. Arranges meetings, conferences, site visits, and educational events including details such as schedule, agenda, and site details. The employee practices privacy and security procedures according to VA policy. When requested, independently determines what information can be released and does so in accordance with VA security policies and confidentiality regulations. The incumbent performs other duties as assigned by the Assistant Chief, HAS. Work Schedule: Monday - Friday 8:00 am - 4:30 pm 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/PD02193A 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, 08/16/2023. 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-05 position you must have served 52 weeks at the GS-04. 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 s described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assists in data collection, data entry, and reporting Monitors office workflows and processes and develops improvement recommendations Maintain folders Timekeeper Coordinating tasks with other departments Take or transcribe meeting minutes. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education (i.e. 6 months of specialized experience and 3 years of education above the high school level). NOTE: Only education beyond the second year can be used in combination with specialized experience to qualify for this grade. (TRANSCRIPTS REQUIRED) *Note: Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held on your resume. You must provide work experience information such as hours per week, salary, and starting/ending dates of employment (month and year format) to establish you have one (1) full year of Specialized Experience at or comparable to the required grade level. You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer Service (Clerical/Technical)Planning and EvaluatingQuality 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 basically sedentary and requires daily walking from various offices to conduct assignments. The incumbent may be required to carry light items from one area to another. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 James E Van Zandt VA Medical Center 2907 Pleasant Valley Boulevard Altoona, PA 16602 US
• Name: Shanice Moore
• Phone: 804-300-7263