The position of Program Support Assistant (PSA).for the Dental Service is a fulltime position designed to provide clerical and administrative support for the Dental Service. The duties are varied, non-routine, consisting of managing the daily operations of the Dental Service and/or the Advanced Education in General Dentistry (AEGD) Program.

Duties

Major Duties Public Contact Work Supports the Chiefs hospital-wide administrative obligations: furnishes reminders of important deadlines; independently identifies, locates, compiles, and organizes relevant background data for briefings; independently organizes and files memoranda and correspondence; independently plans agendas and organizes committee proceedings; provides reminders and updates on staff and management changes. Supports the Chiefs Service level administrative obligations: Maintains and suggests improvements for the Dental Service MCM's by independently identifying memoranda due for update, by suggesting and drafting preliminary changes in existing policies, and by suggesting and drafting preliminary text in areas for which new policies are indicated. Identifies need for, designs, collects and follows Continuous Quality Improvement monitors for diverse clinical and administrative activities and participates in identifying areas for which monitoring is needed as well as monitors that no longer require attention. Incumbent is responsible for providing office support for the Dental Service. Must be familiar with all aspects of activity in the Dental Clinic and must be able to answer questions about patient care in the service, activities of various staff members, and various hospital policies and procedures. Incumbent is responsible for screening calls, identifying the agenda of the caller and responding to or directing the caller to the appropriate staff person. Incumbent has responsibility for ongoing communication with consultant/fee-basis staff. Serves as primary manager of dental fee basis programs. Maintains complete database on fee basis patients including all expenditures and reports expenditures monthly to Dental Chief. Prepares quarterly reports on dental fee basis activity for VISN and VACO. Serves as primary Education Liaison for Dental Service. The employee, or designee will keep track of all education experiences undertaken by dental staff and residents, complete and file registration forms, keep staff informed of their status with respect to education requirements, report service's education activity to Education Service, and work with representatives of Education Service to develop and implement dental service-specific educational opportunities. Incumbent will serve as dental's representative on the Medical Center Education Committee during the absence of the Administrative Officer. Reports, Correspondence and Mail Serves as Dental Service secretary. The employee will utilize word processing functions of the personal computer, prepares letter and memoranda correspondence; acts as Timekeeper, routes mail appropriately; independently serves as spokesperson for the Chief whenever appropriate; keeps the Chiefs appointment book (including arranging time and location of meetings on and off-station); screens telephone calls and answers all but those which is determined requires the Chiefs attention; takes minutes of staff meetings and other meetings as necessary and prepares them for signature and transmittal to the Chief of Staff. Incumbent prepares documents, reports and minutes using Microsoft Word, Excel and PowerPoint. Establishes office procedures and protocols for everyday functions. Incumbent is responsible for the writing, transmitting, receiving, and forwarding of electronic mail, writing, editing, formatting, and printing word and spreadsheet documents, processing incoming and outgoing materials such as correspondence, reports, memoranda and other forms of written communication. Tracks suspense's and submits reports as needed. Maintains secure and non-secure files. Must be able to locate and summarize information from files and documents recognizing what information is or is not relevant to the problem at hand. Incumbent will act as Timekeeper, Alternate Key Control Coordinator, TMS Luckey, and Service Level ADPAC and will cover the appointment desk for the Medical Support Assistant (MSA) whenever necessary. Incumbent will also initiate electronic work orders and prepare tour of duty schedules. Incumbent must be a qualified typist and will perform other related duties as assigned. Serves as ADPAC for Dental Service; manages service-specific VistA menus, manages hardware and software support needs, and serves as lead "CPRS and DRM+ Superuser" for dental service. Assists staff with computer issues. Maintaining Calendars. Appointments and Schedules Incumbent will be responsible for scheduling of meetings and conference rooms, and coordinating training. Incumbent will also establish and maintain electronic calendar for the Dental Chief and/or Deputy Chief. Work Schedule: Monday - Friday 8:00a-4:30p Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD08614O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/29/2023. 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 grade level. 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 level (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: providing a wide range of clerical support services (e.g., receiving and screening telephone calls, managing calendars/schedules, coordinating meetings, making travel arrangements, preparing and reviewing correspondence, etc.), managing/maintaining a records management program, and providing a variety of administrative support services (e.g., conducting timekeeping, ordering and receiving supplies, generating/updating reports and charts, tracking personnel actions, etc.). Preferred Experience 1. Knowledge of Microsoft Office Software (ie. Outlook, Excel, Word, Power Point, Teams, etc.) 2. Dental experience and knowledge of dental procedures/terminology You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceOrganizational StewardshipWriting 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. There is some walking, bending, and reaching required. This can pertain to filing, locating material, or carrying light paper items (e.g., reports, files, and procedure manuals). Work Environment: The work is performed in an office setting, which is adequately lighted, heated, and ventilated. Works in a professional atmosphere. Incumbent follows prescribed safety procedures, reports potential safety hazards to supervisor, removes or corrects safety hazards when possible. 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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Shannon Payne
• Phone: 3042630811
• Email: [email protected]