This position is located at the Montana VA Health Care System and is responsible for direct program support, assistance, and research for administrative matters pertaining to the Associate Chief of Staff of Primary Care (ACOS) and the Primary Care Chief.

Duties

Duties include, but are not limited to: Performs as the primary timekeeper for the service line; types work schedules, sometimes from handwritten copies, from the units/clinics; enters employee work tours, leave, etc. into the Veteran Affairs Time and Attendance System (VATAS). Maintains competency assessment checklists/personal files of the professional and non-professional employees. Manages the service's SharePoint site and other directories where information is stored; communicates program-related matters and/or specific policy information related to service and assists in updating and/or developing policies and procedures. Schedules service-related events, makes conference room reservations, sends calendar invites, and develops agendas. Attends meetings of appropriate Boards/Committees as delegated, with ability to respond to questions concerning related service issues, and reports meeting content to supervisor; takes meeting minutes and collects applicable information, follow-up, and updates meeting agenda items as necessary. Maintains confidentiality in communicating sensitive information and in handling confidential materials. Serves as primary control point clerk for the fund control points (FCPs) of the service and complies with all acquisition regulations, as well as all federal VA and local policies and procedures to support the organization's mission and needs. Fosters good public relations when interpreting philosophy, policies/procedures, goals and objectives to staff, community agencies and the public. Creates, processes and tracks purchase orders for all activities; directly responsible for associated fund control points; maintains running inventories of program and office supplies and equipment; orders equipment and supplies. Serves as the primary point-of-contact on daily contract issues (e.g. answering contract questions, signing hourly logs, printing reports, tracking leave requests, etc.) and the alternate/backup Contracting Officer Representative (COR). Assists in the planning, compilation, review, and reporting of data to identify training needs and to evaluate performance measures (i.e., collection, compilation, and tracking of data related to Primary Care and other outpatient Service, performance measures, PACT, Primary Care/Mental Health Integration (PCMHI), Patient Centered Care (PCC), and Whole Health (WH)); provides a basic analysis of the data and generates a variety of reports. Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives, based on knowledge of internal operations, budgetary constraints and work priorities. Reviews documents, reports, and program applications for omissions and inconsistencies. Proofreads/edits materials distributed by the ACOS to ensure that established rules of punctuation and grammar are followed. Work with the Administrative Officer and ACOS on updating Ongoing Professional Personnel Evaluations (OPPE), Focused Professional Personnel Evaluations (FPPE), Pay-for-Performance (P4P) document templates, and OPPE and P4P scoring grids. Serves as Records Liaison Officer, ensuring compliance with VA and VHA guidelines regarding maintenance and tracking of pertinent records. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD11825-O 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, 12/01/2023. 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-7 position you must have served 52 weeks at the GS-6. 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 GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: ability to work under pressure, prioritize, and carry-out multiple assignments simultaneously; professional knowledge of accepted practices in communications (i.e., writing, editing, and organizing for logical, effective presentation); effective oral and written communication skills to provide instruction, administer special projects, and report findings to a varied audience; skill to extract information from various sources, choosing and using appropriate analytical tools and statistical methodologies; mastery of established rules of grammar and punctuation is essential; ability to analyze and solve problems in a positive, goal-oriented manner and to make clear well-defined recommendations; skill in planning, determining priorities, problem-solving and organization knowledge of VA regulations, manuals, directives, VISN directives and hospital and clinic policy memoranda and all other VA publications as they relate to the operation and mission in order to respond to inquiries and set priorities; advanced skills in typing, Dictaphone, calculator, and personal computer; skill and practical experience in using computer software programs designed to compile and analyze data, develop reports, and prepare written materials (i.e., Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Adobe Creative Suite, Outlook and VISTA); thorough understanding of customer service principles and team concepts; ability to maintain the highest degree of confidentiality in all matters relating to the performance of all sensitive aspects. You will be rated on the following Competencies for this position: Attention to DetailClericalInterpersonal SkillsSelf Management 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 mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, and lifting of equipment less than forty pounds. 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 Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Ruthie Diaz
• Phone: (303) 202-8660
• Email: [email protected]