This position is located in the Home Based Primary Care (HBPC) Program section of Nursing Service, under Patient Care Services. The Management Assistant provides all management and program support the HBPC Program. She/he is proficient in the use of personal computers and have knowledge of software programs, such as Word, Excel, PowerPoint, etc.

Duties

Duties to include but not limited to the following: Research/Program Resources Services and Support (40%) Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of an organization. Completes special research projects in support of the policy development and/or technical/program activities of the organization. Assembles and Summarizes data, background information and other materials from publications and other sources. Prepares all correspondence for distribution from rough draft or verbal instructions. Screens outgoing documents for conformance with regulations, station policy, format, grammar and spelling. Reviews incoming and outgoing correspondence and assures timely delivery to program staff. Maintains the HPBC Director's calendar, making appointments and arranging meetings and conferences without specific approval, based on knowledge of the HBPC Director's schedule. Obtains and assembles background information needed for the HPBC Director's meetings. Incumbent acts as recorder for HBPC Program and Health Care system committees chaired by the HBPC Director or as indicated. Able to draft correspondence with minimal direction and prepare drafts of official minutes for concurrence/approval and distribution. Incumbent takes notes from the HBPC Director and transcribes notes into proper format and follows up when further action is required. Provides pertinent information when supplemental data is required. Composes letters for signature of the HBPC Director. Opens, sorts and distributes mail for the HBPC program, including treatment plans from community agencies, as well as general mail and correspondence from other governmental agencies. Primary timekeeper for HBPC program staff and for other Patient Care Services time and leave units as assigned. Makes corrections in the absence of staff members. Assists the HBPC Director in the preparation of the quarterly Performance Improvement report, Home Visit Data Report and other monthly monitors as assigned. Provides cross-coverage for the HT Program Support Clerk as assigned. Incumbent provides administrative and clerical support to other areas of Patient Care Services. Data Collection and Tracking (40%): Assists in the planning, review and reporting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Evaluates documents and data collection forms. Coordinates incoming data from a variety of sources. Reviews documents, reports and/or applications for omissions and inconsistencies and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track suspense dates on items such as project milestones, progress reports, funding accomplishments, compliance strategies, etc. Manpower/Workload Studies Support (10%): Gathers data and information to assist in the preparation of studies/analyses of manpower and workload requirements. Creates workload data collection forms and worksheets. Gathers data from unit inputs. Assists HBPC Director in evaluating data for accuracy and appropriateness; verifies sources of data. Develops workload data audit trail and provides workload data numbers and trends. Records and Forms Management (10%): Supports the evaluation, analysis and/or control of the forms and records management program. Reproduces/procures local forms. Compiles and publishes indexes of locally produced forms. Ensures all forms included in the index are prescribed by an appropriate directive. Performs forms management services for an installation with one or a few primary missions. Provides technical advice and assistance regarding form usage. Receives requests for the development, design and reproduction of new or revised forms. Reviews drafts submitted and designs forms, insuring there is no duplication of existing forms. Work Schedule: Monday thru 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#: Management Assistant/PD035340 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, 10/13/2023. 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. 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 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: performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of an organization, prepares all correspondence for distribution from rough draft or verbal instructions, assists in the preparation of the quarterly Performance Improvement report, performs work involving the collection, compilations and/or tracking of data and statistical information in support of the organization's program operation, performs a basic analysis of the data and generates a variety of reports, Provides assistance in the performance of manpower analysis, workload studies or comparable work to meet the needs of the program, supports the evaluation, analysis and/or control of the forms and records management program. You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingOrganizational AwarenessWriting 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 places no special physical demands upon the employee. The work includes walking, standing, bending, sitting and carrying lightweight items such as papers, manuals and books. Occasionally, lifting or moving of small office machines or stacks of folders or catalogs may be required. The complexity of the medical care system and the expectations and demands of the customer may create a highly demanding environment at times. 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 Eastern Kansas Health Care System 2200 SW Gage Blvd Topeka, KS 66622 US
• Name: Ashley Laws
• Phone: 618-253-9776
• Email: [email protected]