The position provides broad technical, administrative, and clerical support to the Healthcare Technology Management Service (HTM) at the Dayton VA Medical Center. The incumbent will manage office operations; interface with HTM staff, customers, and stakeholders; develop and maintain records of budgeting and resource spending; review, analyze, and report on performance and compliance activities via data analysis; administer over inventory database management records.

Duties

Major duties include but are not limited: Serves as customer service representative in answering phones and general emails about the HTM service and its work function. This includes providing answers to staff on Medical Equipment Management Program activities or directing callers to proper staff for answers and response; responds to work requests; takes appropriate actions; dispatches emergency calls; takes messages; and acts as HTM service receptionist. Contacts customers for service feedback on work requests and completes data analyses on customer support activities. Administer work order documentation and completion. Incumbent analyzes inventory needs based on ordering patterns and recommends general biomed parts and GIP products to stock. Incumbent administers over stock inventory, restocking, and cost tracking for Biomed and provides reports to supervisor. Incumbent manages HTM service correspondence and mail as well as composes letters, memorandums, procedures, and other documentation for dissemination and compliance activities. The incumbent is responsible for preparing timecards for the HTM service and serves as backup timekeeping for other personnel. Incumbent is responsible for developing, updating, and maintaining Biomed files of products, supplies, parts, vendor services, catalogs, and journals. Completes data analysis of the work order database records. Incumbent oversees preventive maintenance (PM) work orders. He/she tracks PM work order completion. Incumbent runs comprehensive reports on PM work order documentation and maintains spreadsheets on PM work and completions rates for various categories of equipment. Acts as HTM Service Application Coordinator The incumbent is one of the Fund Control Point Clerks of the OLCS system for HTM service, to process for verification and certification for payment. Knowledge of the OLCS system is required Incumbent serves as budget and financial advisor for the HTM service. Develops, formulates, and provides all essential data for the annual budget forecast for HTM service as part of the budget submission to the Medical Center, based on studies of past expenditures, knowledge of HTM service Examines invoices and other requests for payment for goods and services provided to or by the government. Analyzes inventory needs based on ordering patterns and recommends general biomed parts and GIP products to stock. Work Schedule: Monday - Friday, 8:00 am - 4;30 pm Position Description/PD#: Admin Support Assistant/PD130030 Financial Disclosure Report: Not required 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 Ad-hoc telework. Telework eligibility will be discussed during the interview process.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/20/2023. 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-6 position you must have served 52 weeks at the GS-7. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty. Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. Uses computers, software applications, databases, and automated systems to accomplish work. Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. Sets well defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. Uses correct English grammar, punctuation, and spelling to communicate thoughts, ideas, information, and messages in writing. Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Takes responsibility and initiative, sets and meets priorities, follows through on commitments, safeguards information, and organizes and uses time and resources to achieve desired results. You will be rated on the following Competencies for this position: Flexibility Customer Service Computer Skills Manages and Organizes Information Self-Management Problem Solving Writing Clerical Organizational Stewardship 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: Work primarily occurs in an office setting at a workstation and occasionally a test bench. However, there is some walking, standing, reaching, stooping, crawling, crouching, carrying of light items (25 pounds or less), and negotiating cramped working areas. The mental demands and stress of the work can be considerable. Incumbent must frequently deal with other medical center personnel or patients who may be uncooperative or hostile due to circumstantial pressures. Incumbent is required to display tact, calm and patience as well as work in an analytical, professional and helpful manner regardless of circumstances. Trips to community-based outpatient clinics (CBOC) or other facilities may sometimes be necessary. 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Tyler Willis
• Phone: 937-268-6511 X2883
• Email: [email protected]