The incumbent serves as the primary administrative resources for the primary care clinics, and other clinics as assigned within Ambulatory Care. Incumbent must be versed in the clinical areas and expected to cross cover as needed. Incumbent works independently and is responsible for managing administrative flow of 7 to 16 primary care clinics and reports issues to the Supervisor for assistance and resolution.

Duties

Major duties include, but are not limited to: Incumbent is responsible for the daily management of human resource issues associated with the Primary Care clinics. Incumbent is involved with assisting with the scheduling of physicians and other professional staff. Assures the team has the appropriate equipment, supplies, equipment repairs, space, etc. Is responsible for assuring that accounting systems capture all clinic workload revenue generation, etc. Incumbent routinely serves as a resource and facilitator to resolve patient concerns. Incumbent is the key communication focal point for all staff working in and around the clinic. Disseminates information to other staff in the clinic and assures that information from the clinic is communicated via appropriate mechanisms and in appropriate forums. Incumbent prepares written correspondence of all types, for many different purposes. Incumbent is responsible for management of the overall administrative support functions providing a variety of health care administration management services essential to the direction and operation of the organization. Incumbent performs duties to include, logistics, special projects, space, and oversight of all administrative responsibilities for the Section in support of the organization. The incumbent resolves daily workplace issues and maintains efficient workflow, ensures accurate and timely scheduling of appointment. Plans, organizes, and directs all practices and administrative procedures used by Primary Care personnel to ensure consistency and compliance with accepted policies and guidance. Evaluates procedures, determines when changes need to be made and independently effects the change. Maintain organizational suspense logs. Utilizes a systematic calendar to track blocking of clinics as requested by providers for leave, educational, etc purposes and ensures this is accomplished accurately and timely. Collaborations and communication with larger health care systems in including VA and non-VA hospitals, clinics, specialists, treatment and diagnostic facilities. Take initiative (face to face communication, telephone contact) to contact appropriate staff if the process for approving blocking a primary care provider clinic is delayed. Ensures correspondence, reports, minutes, educational, travel requests, etc., are processed correctly and expeditiously. Receives and reviews incoming and outgoing correspondence. Oversee preparation of response to actions not requiring attention of the Site Supervisor, recommending actions on others when necessary. Collects sorts and maintains data for report retrievals. Incumbent is ensures providers and all support staff meet daily to briefly review the daily schedule and activities. Serve as timekeepers for Temple and Waco Primary Care Clinics. Is responsible for the day-to-day human resource issues associated with the Primary Care Team. Incumbent serves as key contact person for veterans and beneficiaries seeking medical treatment or experiencing problems within the system. Anticipate problems or delays in processing veteran's medical care requests and initiates action to correct problems and to help expedite care. Responsible for reviewing the Equipment inventory list and verifying the equipment is located within the clinic and reporting appropriately. Incumbent will assist with researching the location of any equipment not found in the appropriate area. Responsible for preparing responses for Speak to the Director, Congressional, and submitting timely to Leadership for review and approval. Responsible for environmental issues affecting the team such as heating or cooling conditions. Manages the equipment, supplies, repairs, space, appearance of work areas, and any safety requirements as needed. Initiates preventative maintenance on equipment such as copy and fax machines or calls repairperson as necessary. Coordinates all relocations made by the team, and serves as a resource for construction projects. Is the point of contact for inventorying of equipment in the assigned area. The incumbent is responsible for providing exceptional customer service. Communicates and treats customers in a courteous, tactful, and respectful manner. Handles conflict and problems relating to the customer in a constructive and appropriate manner The incumbent is responsible for protecting all Veterans health information per the Health Insurance Portability and Accountability Act (HIPPA), the Privacy Act and VA policies. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: Monday-Friday; 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD06293A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 09/15/2023. 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: Knowledge of scheduling staff; maintains inventory of supplies and equipment; review and process incoming and outgoing correspondence, reports, travel requests, and other materials; Prepares written correspondence, reports, minutes, and other administrative requests correctly and expeditiously; Works and communicates with clients and customers to satisfy their expectations; knowledge of human resource functions; works collaboratively with members of an expanded health care team; timekeeping ability. You will be rated on the following Competencies for this position: Clerical Administration and Management Customer Service Organizational Awareness 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]