The Management Assistant will be responsible for Primary Care Service and report to the Associate Chief of Staff of Primary Care, VA Texas Valley Coastal Bend Health Care System (VATVCBHCS). The primary purpose of the position is to provide administrative leadership, clerical support and direction, strategic planning, and coordination of operations coming out of the Office of Primary Care.

Duties

Major duties and responsibilities include, but may not be limited to the following: Assists the management of data related to the programs aligned under the ACOS of Primary Care Office. Including in-depth knowledge of multiple national database sources to develop data sets, statistically analyze, and interpret data related to all programs aligned under the Primary Care Office. Coordinates and supports mechanisms for successful data capture. Responsible for timekeeping duties for all employees under the Primary Care Time and Leave (T&L). Provides back up timekeeping duties for all employees under the other Primary Care T&L's. Oversees the process; onboarding of staff including orientation packet preparation for their position and duties Makes complete arrangements for large conferences; composing complex and technical correspondence, locating and assembling information for various reports, briefings, and conferences. Assembles and coordinates narrative and tabular material, etc. schedule's appointments and makes arrangements for time, participants, and location of meetings in accordance with instructions. Makes necessary arrangements for broadcasting through TEAMS or via telephone, schedules of visits, reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports. Serves as the Primary Care Records Liaison and ensures service file plan is updated with current information. Ensures service line folders are maintained with accurate and complete information. Manages all resources including authorized Full-time Equivalent (FTE) and overtime to ensure that resources are within established ceilings and guidelines. Identifies workload trends and perform statistical analyses to determine resource needs and projections to accurately compile and prepare management reports for data validation purposes. Ensures staff are fully trained, able to interpret and communicate requirements of Primary Care Directives and complete accurate authorization clerk responsibilities. Maintains current informational knowledge base and answer questions of other employees on procedures, policies, directives, etc. Establishes and maintains effective working relationships with coworkers, other services, and other administrative support staff through effective listening and interpersonal skills (written, verbal, and non-verbal). Responsible for submission of New User Requests for all incoming staff and submission of Supplemental Requests for all staff as needed. Provides support to requests, records, and reports of all training received by the ACOS of Primary Care Office. Serves as the administrator and coordinator for the tracking of education and mandatory training utilizing VA's Talent Management System (TMS), Virtual VA e-health University (VeHU), and other software and databases which contain and track employee educational activities. Performs other duties as assigned. Work Schedule: Monday through Friday; 8:00am - 4:30pm Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Management Assistant - Primary Care/PD005830 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 11/30/2023. 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. 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 (1) year of specialized experience equivalent to at least the next lower grade 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: knowledge of multiple national database sources to develop data sets, statistically analyze, and interpret data; Knowledge of Automated Data Processing Applications Coordinator (ADPAC) to serve as the office's coordinator; Skills in applying a wide range of methods used to gather, analyze, and evaluate information concerning management processes, draw conclusions, and recommend appropriate action; Knowledge of timekeeping processes, procedures, and requirements. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. AND You will be rated on the following Competencies for this position: Analytical ReasoningClericalEducation and TrainingManages and Organizes InformationTechnical Competence 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, but does require some walking, bending, stopping, standing, stretching and carrying moderately heavy items. 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 VA TX Valley Coastal Bend HCS 2601 Veterans Drive Harlingen, TX 78550 US
• Name: Amanda Bradley
• Phone: 561-875-0538
• Email: [email protected]