This position is located in Billings, Montana and provides a wide range of specialized administrative, clerical, and office automation services for the Surgical Service line. The Program Support Assistant must adopt the principles, practices, processes, and techniques common to any general administrative situation and to the specialized requirements of the service.

Duties

Major duties include but not limited to: Collects variety of data regarding workload, quality performance, and outcomes from multiple sources to include a variety of computerized data. The incumbent collects data, 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. 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. Assists with the collection of data and preparation of annual estimates of service line costs and helps to manage allocated funds. Tracks the Encounter Action Required Report for all unclosed encounters and encounter errors, and to communicate with clinicians to ensure timely encounter closure. Monitors work assignments and prioritizes based on urgency to maintain efficient workflow. Provides input to the ACOS and AO when budget information is needed. Responsible for periodic review of labor mapping of staff assigned to the service line and to prepare summary reports for recommended changes. Serves as the Records Liaison for the service and is responsible for maintaining the file plan for the service line. Advises supervisors and employees on the interpretation and application of straightforward human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas. Responsible for the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Serves as an active member of the staff, keeping the ACOS and AO informed on all matters requiring attention or action. Provides coverage for the Administrative Officer for administrative issues when she/he is out of the office for any significant amount of time. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Performs other related duties as assigned. Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm Position Description Title/PD#: Program Support Assistant/PD13442A Physical Requirements and Work Environment: 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. Work is typically performed in an office setting, including all wards and clinics of the VA Medical Center. All areas are adequately lighted and climate controlled. The work involves everyday risks or discomforts and requires normal safety precau8tions typical of meeting and training rooms and office settings.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 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: have the knowledge and skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature, have knowledge of a full range of functional areas such as human resources, purchasing, supplies, records management, financial and budget management, and related administrative areas to ensure compliance with established policies, practices, procedures, and controls, 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 of medical facility operations and activities, have skill in conducting interviews with supervisors and employees to obtain information about organization missions, functions, and work procedures, possess comprehensive knowledge of the policies, procedures, or guidelines of the organization, including skill in recognizing how and when those might be unclear to others, demonstrate skills in verbal and written communication to effectively communicate to obtain the desired effect and to ensure compliance with established policies and regulations, possess knowledge of formats for reports, letters, memorandum, and related procedures so work can be completed accurately in final form. have expertise in VISTA software package. Incumbent must have experience 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. There is no educational substitution for the GS-07 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. 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

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: Khristine Yates
• Phone: 405-227-6955
• Email: [email protected]