The Program Support Assistant (PSA) assigned to the Physical Medicine and Rehabilitation (PM&R) Department in the Clinical Services Line at the Erie VAMC is under the direct supervision of the Physical Medicine and Rehabilitation Supervisor. This position provides administrative support to the Physical Medicine and Rehabilitation Supervisor, Physical Therapy Supervisor, and the rest of the Clinical Staff aligned within the Physical Medicine and Rehabilitation Department.

Duties

Position Description/PD#: Program Support Assistant/PD025540 Work Schedule: Monday - Friday, 7:30am - 4:00pm Major Duties include but are not limited to: Administrative and Clerical Support Responsible for timekeeping; key inventory, maintaining office automation systems, dashboards, and specialized technologic and software applications; placing work orders; maintaining employee folders; updating virtual white board and providing technical and procedural support of program administration to include problem identification, resolution and training across the service line (e.g. unsigned notes, missed opportunities, Secure Messaging escalation and related items/initiatives). Serves as primary ADPAC assisting staff, contractors, residents, students, and fee basis employees in obtaining computer access and necessary menu/security keys utilizing the ECAR system. Performs quarterly menu reviews ensuring proper menu management is consistent with functional categories. TMS coordinator; assists with ensuring that educational needs and mandates are completed for staff with variable training requirements based on discipline. Applies advanced word processing software using the Microsoft product suite and custom databases used by surgery. Gathers information and data from multiple sources (DSS, VISTA, VSSC, CPRS, etc.) to prepare documents and graphs, determine trends, and manage information. Instructs and assists staff in the clerical and administrative procedures to assure that consistency and accuracy is maintained with reporting. Identifies, restructures, and recommends ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications. Program Support The incumbent is an initial point of contact for several clerical and administrative responsibilities of the service line and programs supported. The incumbent serves as a customer service champion to include fielding and resolving customer inquiries and complaints according to established policy; screening all calls and visitors; and routing phone calls and mail. When issues are referred to the service line leaders, the incumbent furnishes quality information to aid in the resolution. Incumbent is responsible for scheduling meetings including logistics, preparing agendas, setting up video teleconferencing, notifying participants, and taking minutes; gathering information, coordinating and drafting responses to delegated tasks including action items, environment of care (EOC) surveys, suspense's, and secure message escalation; drafting and processing written, electronic, and verbal official communications in a timely and accurate fashion; and preparing and reviewing documents, reports, and all other correspondence for completeness and consistency. Utilizes familiarity with scientific and medical terminology in preparation of correspondence using personal computer (PC) word-processing software. Ensures correct punctuation, capitalization, spelling, grammar, and conformance to style. Establishes, maintains, and revises office and electronic filing systems with the appropriate level of security. Incumbent organizes, maintains, processes, and disposes of routine and confidential paper and electronic files, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages, and SharePoint content; coordinates correspondence and communication flow including that of a sensitive nature and informs the program leaders of customer service trends and related items. Compressed/Flexible: Not Available Telework: Ad-Hoc Virtual: This is not a virtual position. 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, 10/27/2023. 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. You may qualify based on your experience and/or education 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: Performing clerical and administrative functions, office operations, and technology support Establishing and maintaining filing systems Assisting with Timekeeping/entering timecards Experience using automated software applications such as Microsoft Office Suite (Word, Excel, Access and PowerPoint) Typing letters, memos, reports; maintaining calendars and schedules. You will be rated on the following Competencies for this position: Analytical ThinkingComputer SkillsDatabase Management SystemsInterpersonal SkillsSelf-Management 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 primarily sedentary, requiring sitting, walking standing, bending, and carry light items such as books, papers, and files. Long periods of typing may be required as well as working with frequent interruptions in a noisy and hectic office frequented by numerous telephone calls and visitors. 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 Erie VA Medical Center 135 East 38th Street Erie, PA 16504 US
• Name: Ahsha Konate
• Phone: 412-822-1454
• Email: [email protected]