This position is under the Behavioral Health Care Line, Community Outreach Division, HUD-VASH. The incumbent will serve as a program specialist focusing on administrative and compliance issues in the HUD-VASH program. The incumbent assists with and supports all administrative aspects of the HUD-VASH operations, including data management, performance improvement, effectiveness, and quality initiatives, evaluate and improve the efficiency and productivity of organizations and programs.

Duties

Major duties of this position include, but are not limited to: Administrative Support 60% Aids in the Development of and maintains Standard Operating Procedures (SOPs) specific to program. Prepares or reviews technical reports, presentations, and division policy. Maintains files, data and processing of division program correspondence, as necessary, to VA required Homeless Program Databases. Takes minutes, recordkeeping of official meetings, and provides administrative support to HUD VASH or as directed by the Coordinator, Community Outreach Division. Excellent communication skills, both written and verbal. Ability to independently draft correspondence and write/edit/produce reports. Assists administratively with recurring processes required to obtain and maintain CARF and Joint Commission accreditation. Processes incoming and outgoing materials, composes and edits letters, documents, and obtains data for the creation of recurring and non-recurring reports. Works with the Intensive Treatment Division Director, coordinators, supervisors, and case managers regarding appropriate formats and procedures on assigned tasks. Monitors reports to bring discrepancies, trends, and outliers to the attention of the Division Director. Ensures any inconsistencies identified are rectified in a timely manner. Data Compilation and Maintenance 20% Maintains files, data and processing of division program correspondence, as necessary to VA required Homeless Program Databases Assists staff in measuring progress and effectiveness of operations against objectives. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes. Analyzes the efficiency of reports to sure that all VHA and program-specific goals are met. Collects and analyzes data which identifies the need for programmatic enhancements. Provides program guidance and development of employees within the service to ensure understanding and compliance related to scheduling, supply and scheduling needs, and other policies used to ensure the completion of the workload. The incumbent must have the ability analyze, compute, and interpret complex data sets and forecast course of action. Program Analysis 10% Assists in the development and management of spreadsheets, formatting/finalizing drafts of important and time sensitive documents (monthly reports, Ambulatory Care Reporting Program (ACRP) reports for workload, peer review, etc.); Maintains documentation files. Performs a variety of computerized office duties using electronic mail, desktop publishing, calendar, and several different database programs such as Excel, SharePoint, PowerPoint etc. Maintains records of supply requests and administrative support requirements for staff. Obtains and submits technical data for various reports to entities within the VA Central Ohio Healthcare System or accrediting bodies. Purchasing/Acquisitions 10% Prepares payments for purchase card information and ordering items needed for Intensive Treatment Division. Serves as a backup for purchase card items for other divisions within Behavioral Health as needed. Maintains up-to-date files of all contracts, vehicle and GFE records, education requests, and available balances. Assist program staff with acquiring and auditing a plethora of required supplies needed to safely provide services in community-based settings (this includes routine monitoring of GSA vehicles). Maintains integrity and confidentiality of data, private health information and personal identifying information. The position requires some professional knowledge of the established principles, practices, procedures, and techniques of clinical, rehabilitative, and social science (pharmacology, psychology, psychotherapy, nursing, medicine, geriatrics, rehabilitation medicine, laboratory sciences, neuroscience, etc.) services. The incumbent must have the necessary skills to apply this knowledge to assignments. May assist clerical staff as needed. Responds to frequent telephone contacts with a variety of individuals including physicians, nurses, Veteran Service Officers, technical support staff, veteran patients, their family members and/or representatives. Uses initiative to answer questions of an administrative nature while referring those of psychiatric or substance use nature to the proper staff inside of the division. Work Schedule: Monday through Friday, 7:30am-4:00pm Telework: Authorized;1-2 Days per pay period Virtual: This is not a virtual remote position. Position Description/PD#: Program Support Assistant (HUD-VASH)/PD92170A 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, 12/14/2023. 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: I have at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant at the GS-7 level, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-6) in the Federal service. Specialized experience includes, knowledge of medical terminology and abbreviations, timekeeping, data entry, assisting staff in measuring progress and effectiveness of operations against objectives, making recommendations for data process improvements, compiling, preparing, and providing assistance in developing statistical data and special reports, advising on setting up a data reporting and collection systems, data management, performance improvement, effectiveness, and quality initiatives. 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. It will occasionally require carrying of light objects such as files, books, and papers; some walking, standing, and bending. No special physical demands are required to perform 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Chalmers P Wylie Veterans Outpatient Clinic 420 North James Road Columbus, OH 43219 US
• Name: Andrea Johnson
• Phone: 405-219-7077
• Email: [email protected]