This position serves as a Program Support Assistant within the Ambulatory Care, Physical Medicine and Rehab Service for the Montana VA Health Care System and provides a wide range of specialized administrative, clerical and office automation services.

Duties

Duties include, but are not limited to: Collects, compiles, analyzes and summarizes data, and prepares summary reports to facilitate clinical and program evaluation. Selects appropriate software, when applicable, to track a variety of recurring requirements to facilitate clinical care and meet regulatory standards. Utilizes a variety of software programs and communication tools to input and retrieve data as required; accurately collects, enters and manages data, including both patient and clinical service line data. Compiles monthly reports from statistical data to track and identify trends or issues within the programs and clinical services to be used by clinical supervisors and staff; manages systems to track workload data and productivity for all clinical staff. Develops and provides accurate data and reports related to all administrative, clinical and technical aspects of the service line; compiles and prepares additional one-time only reports as requested; maintains confidentiality of all patient information in accordance with established VA regulations. Monitors work assignments and prioritizes based on urgency to maintain efficient workflow; assures coverage for all areas of responsibility, conducts ongoing reviews to ensure quality of work and assists with scheduling of appointments for the supervisor. Coordinates logistic requirements for basic repair/turn-in of equipment and completion of annual physical inventory of equipment assigned to the services and programs in the service line; acts as a funds control clerk for control point(s). Advises supervisors and employees on the interpretation and application of human resources policies, practices and procedures including staffing, classification, employee relations, benefits and related areas. Serves as the point of contact for patients, medical center staff, community agencies and various others; screens incoming calls in a courteous manner and prioritizes based on urgency. Assures that consults, problems or delays are resolved to the benefit of the patient in accordance with performance measure standards, and that all consults are administratively closed, where appropriate, and in accordance with scheduling mandates. Receives, schedules, refers and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the general public; responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization. Work Schedule: Monday-Friday, 8:00am-4:30pm (may be authorized for ad hoc telework based on the needs of the agency) Position Description Title/PD#: Program Support Assistant/PD13668A Physical Requirements: The work does not demand any special physical qualifications and is basically sedentary. It does require some waling, standing, bending, and carrying of heavy charts, files and light equipment periodically.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
• Per 5 CFR 330.502, general restriction on movement after competitive appointment applies.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-7 grade level: One year of specialized experience (equivalent to the GS-6 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature; knowledge of human resources, purchasing, supplies, records management, financial and budget management; knowledge of management analysis principles and concepts as well as a thorough knowledge of the medical facility mission, functions, goals and objectives including organizational structure and individual program responsibilities; ability to develop relationships with agency organizations to conduct studies and evaluations; knowledge of key personnel and lines of authority to effectively manage administrative activities and flow of information; knowledge of the theory and principles of management and organization; ability to use qualitative and quantitative analytical techniques; skill in conducting interviews with supervisors and employees to obtain information about organization missions, functions and work procedures; knowledge of basic administrative concepts, principles and practices sufficient to perform independent duties involving elimination of conflict, duplication of work, determination for new procedures, evaluation of office equipment and recommendations for restructuring of clerical activities to benefit the organization; skill in adapting policies and procedures to urgent or unusual situations and establishing new procedures to address new situations; comprehensive knowledge of the policies, procedures or guidelines of the organization, including skill in recognizing how and when those might be unclear to others; ability to work competently as a team member, willing to provide support to co-workers, when appropriate and actively support the delivery of safe, timely and quality care; skills in verbal and written communication to effectively communicate to obtain the desired effect and to ensure compliance with established policies and regulations; knowledge of formats for reports, letters, memorandum and related procedures so work can be completed accurately in final form; knowledge of quality and performance improvement, including clinical and access expectations; proficient in the development of databases and in the use of computer software packages such as Excel, Power Point and Microsoft Word; ability to develop spreadsheets for tracking and monitoring of service line needs, equipment, performance improvement data, etc.; expertise in VISTA software package; skill with VA software programs including Bed Management System (BMS), Emergency Department Information System (EDIS), Talent Management System (TMS), VA Time and Attendance System (VATAS), etc.; skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunications and teleconference equipment; knowledge of the Privacy Act, medical center policies and other regulations relative to the confidentiality of medical records to protect records and reports containing privileged information from unauthorized disclosure; ability to analyze medical record information and abstract meaningful data. There is no educational substitution for the GS-7 level. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Ruthie Diaz
• Phone: (303) 202-8660
• Email: [email protected]