This position is located in the Behavioral Health Service of the Boise VA Medical Center, Boise, ID. The incumbent functions as the Behavioral Health Program Specialist and reports directly to the Associate Chief of Staff (ACOS) and the Administrative Officer (AO) of Behavioral Health. The Lead Administrative Support Assistant provides specialized program support to the Associate Chief of Staff and Administrative Officer of Behavioral Health.

Duties

Major duties include but not limited to: Incumbent is the Lead Administrative Support Assistant to the Associate Chief of Staff (ACOS) and the Administrative Officer (AO) for Behavioral Health as well as all Service discipline Chiefs and program supervisors to include: Psychiatry, Psychology and Social Work Services. The incumbent functions as a lead administrative team member who will distribute and balance the workload among employees in accordance with established work flow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. In the absence of the BH Service AO, the incumbent will be acting Administrative Officer working collaboratively with the Service Data Analyst in this capacity. Oversight duties for the Lead Administrative Support Assistant will include; contract management, human resources, budget management, and addressing service regulatory issues, in addition to regularly assigned duties. The incumbent develops, initiates, and coordinates administrative action plans, day to day workload processes and flows, and analyzes workload projections in order to maximize personnel utilization and timeliness using independent judgment and analytical ability to maintain and improve administrative functioning of the Service. ? Estimate and report on expected time of completion of work, and maintain records of work accomplishments and time expended and prepare production reports as requested. Lead Administrative Support Assistant will be assigned membership on key Behavioral Health Service committees, to include Core Leadership, Executive Council and Budget Committee which deal with issues such as space allocation, budget allocation, quality improvement activities, performance improvement, training, and overall functioning of the Service. Monitors and updates physicians' absences and on-call schedules. Prepares and reviews reports, memos and letters to identify potential problems, areas of concern or issues that require attention, when issues are identified incumbent communicates information to the appropriate person and assists with implementation of solutions as necessary. Monitors fund control points assigned to Behavioral Health programs involving the Health Care of Homeless Veterans (HCHV), Evaluation and Brief Treatment PTSD Unit (EBTPU), Grant Per Diem programs, Mental Health Intensive Care Management (MHICM) programs and Compensated Work Therapy CWT). Verifies fund control point balances for accuracy based on need and initiates increases or decreases in funding as necessary. Processes monthly invoices for Behavioral Health fund control points. Receives invoices, verifies for accuracy, acquires necessary approval signatures and submits invoices to Austin Service Center. Acts as approving official for the Online Certification System (OLCS) once invoice has been processed. Maintains purchase card for Behavioral Health, making necessary, approved purchases and processes through the VA Purchase Card Program. Processes all Service travel/training request via Fed Traveler from initial requests through completion of expense reports. Lead Administrative Support Assistant will provide administrative support to the Service AO/COTR with duties relevant to Service Contract administration and management, credentialing and privileging of service professional staff, and budgetary management. Maintains and possesses current knowledge of Service procedures, policies, standards, and directives, and provides information and education to Service staff upon request. Obtains needed information from Facility, VISN and VACO recourses to assist leadership in the resolution of problems. Processes and monitors Notification of Personnel Action (SF52) and assists with processing staff time and leave records. Inputs and monitors training information via TEMPO and monitors training requirements initiating follow-up for completion. Maintains Competency Files for Behavioral Health staff; monitors expiration and renewal dates of various licensures and certifications. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. Give on the job training to new employees in accordance with established procedures and practices. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Lead Administrative Support Assistant/PD601800 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet time in grade and specialized experience requirements within 30 days of the closing date of this announcement, 08/21/2023. 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 within 30 days of 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 specialized experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 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 advise and prepare reasonable and workable recommendations for service level issues, ability to establish work related priorities, taking into consideration the range of requirements, knowledge and ability to develop assessment studies and/or reviews to determine the cause and scope of identified or suspected problems and ability to recommend appropriate/effective actions, an ability to communicate effectively, both oral and in writing. You will be rated on the following Competencies for this position: Administrative LawData ManagementFinancial ManagementManages and Organizes Information 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, but requires some walking and standing. 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 Boise VA Medical Center 500 West Fort Street Boise, ID 83702 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]