The LTC Charles S. Kettles VA Medical Center is recruiting to fill the Program Support Assistant (PSA) in the Pharmacy Service. This position will to serve as a Program Support Assistant to the Chief of Pharmacy Service. The incumbent is responsible for a wide range of technical expertise and general administrative support to the Pharmacy Service staff.

Duties

The following are the list of duties but not limited to: Composes, types, and/or formats memoranda, correspondence and other documents utilizing Microsoft Office. Transcribes recorded and written material such as reports, proposals, and memoranda, which contain large amounts of medical and pharmaceutical terminology. Assures the proper format for all outgoing materials from Pharmacy Service. Makes copies of, and files, all outgoing correspondence signed by the Chief. Assures controlled correspondence and pay records are appropriately stored. Provides technical assistance in the preparation for external reviews, including the Joint Commission and the Office of the Inspector General. The incumbent is primary timekeeper for Pharmacy Service, entering computerized pay records for pharmacy staff. Communicates and follows-up on requests efficiently, ensuring decisions and actions are based on the needs of Pharmacy Service staff, facilitate operational effectiveness, and promote customer satisfaction. Maintains a system for distribution of incoming mail and ensures a computerized bulk- mailing file of staff is current. Maintains records regarding staff development and continuing education activities in the appropriate training database and/or system(s). Organizes monthly Pharmacy Service staff meetings. Records, transcribes, and distributes meeting minutes. Maintains the minutes on Pharmacy SharePoint. Organizes and maintains file system for document retention. Represents the department as the Record Liaison Officer. Provides primary telephone support for Pharmacy Service, screening visitors and callers for the Pharmacy in order to properly direct inquiries or respond personally. Acts one-mail and verbal inquiries for information. Orders supplies for the Pharmacy through the hospital based order systems as well as direct orders from manufacturers. Maintains stock levels for office supplies, receiving and organizing the stock. Organizes and maintains a log of receipt and storage. Organizes and maintains a listing of contact information for pharmaceutical representatives, and annually updates the emergency contact listing for pharmacy staff. Coordinates the out-processing of pharmacy staff retiring, transferring or leaving the VA. Trains and orientates new employees to include an introduction to leave and attendance system and programs utilized for mandatory training. Assists with itineraries for travel. Monitors travel vouchers and enters appropriate time and attendance records for travel in required databases. Works with Human Resources to assure that all employee evaluations (and other HR documents) are completed in a timely fashion and received by the HR department. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: Not available but may be approved for Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD93139-0 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, 08/18/2023. 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-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. 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. Examples of specialized experience would typically include, but are not limited to: Ability to discern and set priorities based on workload, time constraints, and cost considerations and work independently to see priorities are met. Knowledge of the operation of the computerized healthcare system to obtain clinical and administrative information as well as the ability to operate a PC to develop and maintain various records and files. Skilled in timekeeping and working knowledge of stock requisition processes. Skill in communicating, both orally and in writing, to present proposals, recommendations, status reports, concerns, policies and procedures, etc. to service management and staff, medical center committees, members of other government agencies, and other non-VA personnel. Preferred Experience: Experience as a timekeeper. Experience assembling and organizing data and information on programs for meetings, hearings, briefings and reports. Extensive and comprehensive experience using different Microsoft office suite programs (Word, Excel, PowerPoint, SharePoint). You will be rated on the following Competencies for this position: Attention to Detail Clerical Interpersonal Skills Writing Veteran and Customer Focus 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 primarily sedentary, but also involves frequent walking throughout the medical center to interrelate with patients, physicians, medical center providers, and administrative staff. The incumbent may be asked to stand at a workstation or carry light to medium weight items such as reports, files, manuals, supplies, books, binders, computer parts, etc. 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 Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Eric Earns
• Phone: (989) 397-4981
• Email: [email protected]