This position is located in the Administrative Office of the Primary Care Service at the Cincinnati VAMC, under the supervision of the Administrative Officer. Incumbent serves as clerical support for the Primary Care Administrative Suite and serves as the initial point of contact.

Duties

Major Duties: Greets internal and external customers presenting to the Primary Care Suite with courtesy and respect and with a professional appearance. Interacts with veterans and family members via phone and in person, directing them to other areas of the medical center. Exercises considerable judgment in screening calls and assisting visitors to the Primary Care Service administrative office and when necessary, refers them to the supervisor or other qualified individual deemed appropriate. Answers many procedural inquires with personal knowledge of program activities, Primary Care Service Standard Operating Procedures (SOP), Cincinnati VAMC and VHA policies, and intentions of the Primary Care Service Executive Leadership Team. Processes all incoming and outgoing faxes and mail. Mails letters sent to the Administrative Suite printer from the Xerox Print Center that are too large to print at the vendor's location. Provides administrative support to the Primary Care office clinical/professional staff. The program support assistant will work on various projects within the Primary Care Service at the discretion of the Administrative Officer. Incumbent will assist the supervisor with various spreadsheets that may need to be created, updated or maintained. Drafts correspondence for management team for routine communications. Responsible for scheduling into the Primary Care conference rooms when requested by various staff within the hospital. Arranges for transportation of government vehicles for Primary Care management personnel to attend quarterly staff meetings and any other requests needed. Attends committee meetings to take minutes and transcribe into finished format and distribute as mandated by medical center policy. Responsible for the Primary Care staff meeting that is twice a month. This involves reserving the space, scheduling speakers and working with EMS to prepare room for meeting. This also will include taking minutes, transcribing into the final format, and then distributing them accordingly. Responsible for preparing the monthly Primary Care schedule for staff. This requires gathering information from various sources to complete schedules so staff are aware of trainings, meetings and scheduled time off of providers. Responsible for assisting Primary Care employees with sponsoring request for a PIV (Personal Identity Verification) badge. Incumbent will act as a Primary Timekeeper for the Service which records electronic timecards in VISTA. Monitors exception reports ensuring that leave requests are entered in a timely manner and correctly on a daily basis. Making sure that the exception report is kept clear of any outstanding exceptions. Incumbent will also be required to verify timecards in Accustaff which is a Nursing timekeeping program as well as posting time into VISTA. Serves as the Service level Records Liaison Officer and is responsible to the Facility Records Officer, for full implementation of the records management program within the Service. Maintains an accurate inventory of records created and stored by the Service. Identifies any records not scheduled for disposition and reports findings to Facility Records Officer. Assists the Facility Records Officer with staff training to ensure all records are filed and maintained in accordance with the file plan and appropriately dispositioned. Performs other related duties as assigned by supervisor. Work Schedule: Monday - Friday; 8:00am to 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD920670 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, 12/13/2023. 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-6 position you must have served 52 weeks at the GS-5. 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-5 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 communicate, both orally and in writing to internal and external customers Experience in the maintenance of confidential patient/employee information, both electronic and print Knowledge of infection control within a medical center Skilled in multi-tasking and coordinating projects and assignments Knowledge of correct grammar, spelling, punctuation, including medical terminology Ability to compose letters, reports, and bulletins Skill in operating a personal computer, electronic mail, photocopier, and conference call equipment You will be rated on the following Competencies for this position: Administration and 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 sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, or small parts. 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 Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Jennifer Shifflett
• Email: [email protected]