This position is located within a Consolidated Patient Account Center (CPAC) in VA MACPAC ASHEVILLE 730, 128 Bingham Rd. Suite #500Asheville, NC 28806 in the Office of the Director with the position serving as the Administrative Officer.

Duties

Major Duties: Tracks inquiries and required reports by coordinating responses within the identified time period to ensure reporting deadlines are met. Provides guidance and training for all matters related to records management Establishes and maintains a file system/system of records, including maintaining current service level agreements with each medical center. Ensures office management is adequate involving supplies needs, equipment, building maintenance and safety. Assists in administrative research, development of reports and program analysis. Serves as a Contracting Officer Represented (COR) for various contracts/services, including building leases, UPS, EAP, building security, and shredding. Monitors and enforces details of contracts, which includes negotiations with the lessor. Initiates maintenance and/or repair work by contacting lessor. Determines whether the lessor has addressed building maintenance issues in accordance with the contract and makes decisions on behalf of the agency in interactions with lessor. Reviews and approves invoices. Negotiates with union representatives to enforce, create, or change any safety or security related policies and address any immediate or future safety concerns. Makes decisions necessary to resolve issues such as safety violations, dress code violations, manage fire drills, monthly safety inspections, and any emergencies, such as medical situations requiring emergency responders. Reports Worker's Compensation and Injury Claims via Employees' Compensation Operations and Management Portal (ECOMP). Organizes employee meetings and activities to include creating agendas, presenting, directing staff participation and attendance, setting expectations for staff, and working with contractors such as IT. Validates accuracy of telework forms, prepares eligibility letters, and maintains approval letters. Audits telework records and ensures appropriate telework codes are reflected in VA systems. Maintains employee onboarding and clearing processes, including issuance of parking passes, security badges for physical access, and confirms all clearance paperwork is completed. Coordinates and directs action items to proper department managers such as Menu Review, All Employee Survey tasks, data capture request from various sources, FMLA letters, tracking of RA requests, telework indicator report, functional statement form completion, performance appraisal and award tracking, issue briefs, and responses to facility leadership. Consults with program officials and subject matter experts to document existing business processes, to-be functional requirements, process flows and other appropriate documentation. Provides the customer with consistent information according to established policies and procedures Independently handles conflict and problems in dealing with the customer constructively and appropriately. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday to Friday: 8am- 4:30pm Compressed/Flexible: Eligible Telework: Eligible Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD17927A and PD68743A 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, 11/28/2023. 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-09 position you must have served 52 weeks at the GS-07 & For a GS-11 position you must have served 52 weeks at the GS-09. 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: GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and skill in the following: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external stakeholders; confidentiality of patient/employee information; working safely, including infection control and the correct operation of equipment; applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; use VA databases such as PowerPlus, VSSC, ARC, CPRS,; creating agendas, researching congressional, providing responses to facility leadership, preparing presentations, support for Continuous Process Improvement Program, worker's comp claims/reporting, timekeeping, tracking of action items, creating databases, tracking key metrics for reporting, reviewing regulations and directives, policy development, specialized computer programs to produce reports and presentations to retrieve and review data. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D. in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09n the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Expert knowledge and skill in the following: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external stakeholders; confidentiality of patient/employee information; working safely, including infection control and the correct operation of equipment; applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; use VA databases such as PowerPlus, VSSC, ARC, CPRS,; creating agendas, researching congressional, providing responses to facility leadership, preparing presentations, support for Continuous Process Improvement Program, worker's comp claims/reporting, timekeeping, tracking of action items, creating databases, tracking key metrics for reporting, reviewing regulations and directives, policy development, specialized computer programs to produce reports and presentations to retrieve and review data. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first two years of graduate study. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: Administration and Management Client Orientation Manages Resources Planning and Evaluating Communication Analysis and Problem Solving 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, although some slight physical effort may be required. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

NOTE: Transcripts should state the name of the student, name of the university and/or college, total number of credits completed, date degree awarded/conferred. Copies of Official Transcripts are accepted and are the best way to ensure your education is interpreted correctly in accordance with OPM qualification standards, but unofficial transcripts are accepted if they contain all the required information. If credit for a course is being questioned by the HR Professional performing qualifications, it is your responsibility to provide supporting descriptive information (course syllabus/descriptions) in your application package.

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 VA MACPAC Asheville 730 128 Bingham Rd. Suite #500 Asheville, NC 28806 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]