The incumbent serves as the administrative assistant to the Associate Chief of Staff Primary Care (ACOS)and Administrative Service Manager in the Ambulatory/Primary Care Service. The Program Support Assistant assists the ACOS and Administrative Service Manager with the daily operational problems.

Duties

Duties: Works with the Administrative Service Manager with establishing clinic schedules and team assignments for Ambulatory/ Primary Care at the Medical Center and Community-Based Outpatient Clinics (CBOC's). Working knowledge of clinical schedules and the ability to cancel clinics when provider coverage is not available. Schedules appointments, coordinates meetings and/or schedules conferences. Serves as initial contact point for reviewing and screening incoming correspondence, reports, instructions, etc., and determines the appropriate distribution of the information within the clinic. Conducts effective and positive communications with all Ambulatory & Primary Care employees, other members of the medical center, as well as Veterans and their families. Receives schedules, refers and contacts members of the staff, agency and person(s) outside the agency ranging from other government agencies to the public. Develops background information for correspondence/reports; performs office automation duties using such software applications as electronic mail, desktop publishing, calendar, spreadsheet, database and/or graphics. Plans, develops, maintains and reviews service data collection methodologies; prepares corrective action plans and makes appropriate recommendations for improvements in data collection/maintenance and workflow processes. Monitors "action required" items and electronic wait list. knowledge of clinical schedules and the ability to cancel clinics when provider coverage is not available; ensures that proper clinic cancellation documentation is prepared and delivered to teams. Schedules space, participants, time, etc., for conferences and meetings; assists in preparation of agenda and any handout material required; records and transcribes minutes and maintains files for future references; notifies service supervisors when matters discussed, or decisions made in meeting will affect them. Serves in a liaison capacity between the Associate Chief of Staff/Primary Care, Assistant Chief of Primary Care, Health System Specialist and Administrative Service Manager, subordinate staff members and other services. Regularly involved in elevated level contacts with visitors and callers from such organizations as Congressional offices, State and local officials, public action groups and attorneys. Processes incoming and outgoing materials such as correspondence, reports, memorandum and other forms of written communication. Responds verbally or in writing to patient/caregiver's grievances and assist patients with problems or misunderstandings when required and will advise the patient on VA regulations and policies when required. Serves as first line contact as the Customer Service Liaison for Primary Care providing confidential, compassionate and professional service to veterans and family members to resolve complaints and concerns within the Primary Care and Emergency Departments. Monitors budgetary requirements; maintains fund controls, requesting purchase orders, reconciling fund control points and cost distribution report, manages fund control points for Ambulatory Primary Care. Work Schedule: Monday - Friday (8:00am - 4:30pm) 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. Position Description/PD#: Program Support Assistant/PD127690 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 09/26/2023. 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-07 position you must have served 52 weeks at the GS-06. 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-06 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 the duties, commitments, policies and program goals of the staff sufficient to perform routine assignments; skill to recognize which information is/is not relevant to the problem at hand; knowledge to coordinate the work of the office with the work of other offices and ability to recognize the need for such coordination in various circumstances; knowledge of regulations and procedures governing pay for employee payroll records and payroll processing procedure; skill in Time and Attendance package for preparation of time cards and payroll functions; ability to record, reconcile and balance overtime pay data and provide updates of quarterly overtime expenditures to maintain within budget set for service; knowledge of the Training and Education Management Program; ability to determine whether Veterans' concerns and inquiries can be handled personally or must be referred to appropriate Ambulatory and Primary Care staff; skill in discretion, tact, mature judgment and diplomacy in dealing with visitors and employees face-to-face contacts or by telephone to promote good public relations. You will be rated on the following Competencies for this position: CommunicationComplianceComputer SkillsOrganizational StewardshipSelf-ManagementTechnical Competence 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. Typically, the employee may set comfortable to do the work. However, there may be some walking, standing, bending and carrying of light items like papers or books. No special physical demands are required to perform the work 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 Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Kagen Harris
• Phone: 303-202-8632
• Email: [email protected]