Program Support Assistant (OA) reports to the Director's Office with the primary responsibility for coordinating all controlled correspondence, receives all Action Items, Controlled Correspondence, Patient Inquiries for the VISN/VACO, routes matters requiring action by Service Chiefs, and follows-up to ensure the actions are completed in the time frame established. Serves as a congressional liaison for the Director's Office to Congressional Offices regarding patient inquiries.

Duties

Duties include but are not limited to: Reviews all written correspondence for accurate spelling, grammar, punctuation, and correctness of response (response fully answers all questions of the writer). Serves as a congressional liaison for the Director's Office to Congressional Offices regarding patient inquiries. Works with staffers of the Congressional Offices to resolve any patient related concerns that are brought to their attention. Receives and screens incoming correspondence and mail for appropriate distribution, establishing suspense dates and follow-up controls. Uses MS Office software for memos, policy and procedures, correspondence, letters, reports, spreadsheets, etc.; completes special projects as assigned. Maintains calendar of meetings and events for the Director's Conference Room as directed. Serves in the capacity of a Program Specialist assigned to supporting the Director's Office staff by performing a wide range of administrative functions. Responds to personal and telephone inquiries relating to administrative and clinical issues. Communicates by telephone to a wide variety of individuals throughout the Medical Center, VA, Network, and from institutions and individuals outside the VA, including patients, their families and/or significant others, Congressional aides, Veterans Service Organizations and community organizations. Assists in contacting the staff member, Customer Service Representative, or Patient Advocate who can appropriately address the patient's concerns. Transcribes and completes finished product within time limits specified by supervisor. Prepares documents with correct grammar, spelling and format in a timely manner. Work Schedule: Monday - Friday; 8:00 AM to 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#: Program Support Assistant (OA)/PD08402 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO): 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, 10/11/2023. 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: Coordinate all action items, controlled correspondence and patient inquiries for the VISN/VACO by routing matters requiring action by Service Chiefs, ensuring actions item deadlines are met. Monitoring correspondence to ensure actions are accurate and the appropriate procedures are followed. Establishes and maintains a computerized tracking system on SharePoint for all congressional correspondence and ensures Service Chiefs are aware of and follow-up regarding due dates. Creates, copies, edits, calculates, revises, retrieves, stores, and prints a wide range of documents in final form. Employs varied and advanced functions of software such as Word, Excel, Desk-top Publishing, SharePoint and additional software as needed. Responds to personal and telephone inquiries relating to administrative and clinical issues. Maintains calendar of meetings and events for conference room. Uses MS Office software for memos, policy and procedures, correspondence, letters, reports, spreadsheets, etc. You will be rated on the following Competencies for this position: CommunicationTechnology ApplicationWriting 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 mostly sedentary; however, it occasionally requires carrying light objects, such as files, books, and papers. Some walking, standing, and bending is required. 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 Bruce W Carter Department of Veterans Affairs Medical Center 1201 Northwest 16th Street Miami, FL 33125 US
• Name: Sally Jordan
• Phone: 813-919-9130
• Email: [email protected]