This position is a Program Support Assistant to the Government Information Officer, also known as the Privacy and Freedom of Information Act Officer (FOIA) and to the Compliance and Business Integrity Officer (CBIO). The incumbent reports directly to the Privacy and Freedom of Information Act Officer who is aligned under the Associate Medical Center Director at Martinsburg VA in Martinsburg, WV.

Duties

MAJOR DUTIES & RESPONSIBILITIES Privacy/FOIA Program Support Duties 40% - Participates on the weekly Environment of Care rounds. He/she communicates updated privacy information to staff to ensure that facility best practices for health care privacy are understood and met. - Assists with monthly and quarterly monitoring as required by VHA policy and populates this information into a local dashboard. He/she compiles the results of monitors, identifies deficiencies and recommends appropriate action items. - Coordinates with the Records Management Officer to assist in monitoring a structure for all Privacy Act Systems of Records held by the facility - Sits in as the Privacy/FOIA representative on facility and regional committees, teams and work groups with information security and privacy related functions and responsibilities in the absence of the PO. - Scans and enters FOIA requests into the FOIA Xpress program. Ensures timely entry and completion of all FOIA requests. Reviews FOIA record requests, - Searches for and locates requests and compiles data or information from files or from other departments. - Processes and mails FOIA denial letters. Reviews and responds to appeals of denials of FOIA requests. - Assist in updating Privacy/FOIA and CBIO policies and procedures and clarifies areas of discrepancy. Submits policies and procedures to local committees for approval and wider distribution. - Reviews processes for the appropriate accounting of all disclosures of privacy protected information made by the facility. . - Assists the Privacy Officer in the compilation and submission of the facility's Annual FOIA report. - Provides training to facility staff on the Martinsburg VAMC specific privacy and FOIA expectations and processes. - Reviews all facility developed forms that collect personal information, for the presence of appropriate Privacy Act statements. - Assists the Privacy Officer in the compilation and submission of the facility's Annual FOIA report. - Provides refresher, remedial and new hire training to facility staff on the Martinsburg VAMC specific privacy and FOIA expectations and processes. - Assists with privacy awareness training with Veterans and other program outreach requests. Compliance Business Integrity Program Support Duties 40 % - Reviews all documents, patient records, and other information that are relevant to CBIO activities. - Compiles data required by Privacy Policy and CBIO Directives. - Formats, and compiles technically accurate, comprehensive and concise report for review by the Privacy and Compliance and Business Integrity Officer (CBIO). - Reviews processes for the appropriate accounting of all disclosures of privacy protected information made by the facility, coordinating with ROI staff to assist in the capture of all required release data. Audits ROI activities. - Coordinates with the Education Service in the identification of any deficiencies in the facilities mandated VHA privacy and ethics training completion rate. Minor Duties Records 10% - Interprets record retention requirements as related to Privacy/FOIA requirements, as outlined in VA policies and regulations and provides related guidance to the Records Liaison Officers (RLOs). - Works with the facility RMO to assist RLOs and other medical center staff with proper maintenance, storage and destruction of departmental records with established spreadsheets, checklists and monitoring tools in accordance with VA and VHA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations. - Explains the use and release of records to public callers/visitors. Processes complaints and performs initial investigation into allegations of illegal or improper activities related to the handling or release of protected information. Assists in the investigation of data breaches and recommends appropriate remediation Program Operations 10% - Assists the Privacy/FOIA Officer, in responding to correspondence from Congressional offices to ensure Veteran Sensitive Information is released in accordance with privacy regulations. Completes special projects and action items received from the VHA Privacy Office, VHA FOIA Office, VA Office of Regional Office, Office of Chief Counsel, Department of Health and Human Services, State and local government agencies, as well as other VA facilities for review by the medical center Privacy/FOIA Officer and signature(s) by the Medical Center Director or other Quad member(s). - Contributes to sustained improvement of productivity, effectiveness, and efficiency in the Medical Center business and administrative operations, related administrative support activities, and supports the development of best practices. - Performs other duties as assigned. Work Schedule: 8:00a-4:30p Telework: Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD018017 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/04/2023. 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: Experience in an administrative support role as a Program Support Assistant, Administrative assistant, secretary or typical admin support role in an office, or hospital setting providing administrative support to individuals in leadership positions. Comprehensive experience with various administrative/clerical tasks on a periodic and/or routine basis such as but not limited to: Writing correspondences, memos, report gathering, records management, data entry and Time keeping etc. Skill in oral and written communication. Extensive and thorough experience with Microsoft Office tools such as Word, Outlook and PowerPoint and other administrative Computer base programs and applications. Experience in in providing Customer Service to a multitude of individuals regarding complex and general inquiries that include, Clinical staff, Patients, and other stakeholders. Skill in performing routine tasks independently with little to no supervision. Experience gathering information for various reports, preparing reports for leadership. Knowledge and experience with a range of federal, human resources and personnel support policies, procedures, and computer applications to initiate and track requests, access recruiting documents, maintain and track files, and advise service line staff of various processes and procedures. Knowledge of the processes and procedures involved in requesting and maintaining office supplies and equipment. You will be rated on the following Competencies for this position: ClericalComplianceCustomer Service (Clerical/Technical)Problem SolvingRequirements Analysis 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 sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. 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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Shannon Payne
• Phone: 3042630811
• Email: [email protected]