The incumbent serves as a Program Support Assistant in the Medicine Service Line and Reports Directly to the Administrative Officer of the Service line or Supervisory Program Specialist. The incumbent also provides administrative support for other members of the Medicine Service Line. The purpose of this position to provide a wide variety of clerical and administrative support duties in support of the overall administrative functions of the office.

Duties

Major duties include, but may not be limited to the following: Preforms complex work involving the collection, compilation, and tracking of data and statistical information is support of the organization's program operation. Assists in the planning, review, and presorting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Reviews documents, reports, and/or applications of omissions and inconsistencies, and ensures data entry is complete and accurate. Generate reports on the status and effectiveness of specialty clinics. Assists in patient complaints and must demonstrate effective communication skills while preparing letters, memorandums and other written communication. Acts as work order Point of Contact (POC) for the service submitting all electronic work orders through the Engineering Data File (MAXIMO) and tracks all orders to assure completion in a timely manner. Initiates the clinical equipment purchase process by soliciting telephone quotations and prepares documentation for submission. Maintains a perpetual inventory of office supplies and equipment. Receives information from office personnel for needed supplies or services. Answers telephones, receives visitors, and screens calls for the Medicine Service line. Refers questions and or concerns requiring further assistance to the appropriate person. Conducts service line new employee orientation sessions and trains users as appropriate. Coordinates bi-annual policy reviews, prepares required documentation, and ensures processing through the reviewing authorities as required. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm. Subject to change based on agency needs. 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 Asst (OA)/PD10123A 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, 11/17/2023. 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: Must have a solid foundation of administrative concepts, principles, and practices sufficient to independently perform the duties involving a variety of organizational matters. Knowledge of the total organization of the medical center and the functions of individual services as they relate to administrative and clerical functions of the organization. Ability to deal tactfully, diplomatically, and with discretion, with a variety of people, particularly with irate patients and members of their families. Knowledge of grammar, spelling, and punctuation. Skill in operating a personal computer and the DHCP system to access information required. Special skills in word processing and Microsoft Office Products (Word, Excel, Outlook, Power Point, Access, etc.) and VistA, as well as automated systems for payroll, purchase orders, and work orders. Knowledge of time and attendance policies and procedures. Experience in the coordination and dissemination of requested reports, correspondence, and data for a large, complex, multi-mission healthcare system. Frequently exercises own judgment in determining and contacting sources for information, conveying instructions, and following up on pending actions. Knowledge of various office automation software, processing procedures, and function keys to produce a wide range of documents, such as graphics or tables within text, editing and reformatting electronic drafts, and updating and revising existing databases or spreadsheets. Knowledge of standard office equipment, such as computers, copiers, fax machines, and office automation systems to perform a substantial range of office automation support. Proper use of grammar, spelling, capitalization, punctuation, and commonly used specialized terminology to prepare written material correctly. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates and hours worked per week. Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience as described above, you must be able to type at least 40 words per minute. Preferred Experience: VHA experience, Clinical Service experience, VHA time keeping, 1A facility experience You will be rated on the following Competencies for this position. You will be rated on the following Competencies for this position: Analytical ReasoningCustomer Service (Clerical/Technical)Data ManagementData Systems 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: Incumbent sit for long periods of time as work is sedentary. Some walking, standing, carrying of light items, and bending are required. 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 Ralph H Johnson Department of Veterans Affairs Medical Center 109 Bee Street Charleston, SC 29401 US
• Name: Michelle Ojeda
• Phone: 314-917-6890
• Email: [email protected]