The purpose of the position is to provide complex administrative support to the managerial and support staff of Medicine Specialties Service for the Eastern Oklahoma Veterans Administration Health Care System and its Community Based Outpatient Clinics. The duties of the position are highly complex and require in­-depth administrative knowledge. The incumbent must have extensive knowledge of and understand integral relationships of the Medicine Specialties Service.

Duties

The major duties of the Program Support Assistant include but are not limited to: Incumbent will monitor daily functions of all assigned areas including but not limited to performance measures; scheduling functions; billing encounter actions; electronic wait list; consult review; scheduling audits, completion of encounters, discharge summaries and operation reports Tracks data for any trends and recommends improvement where necessary. Has responsibility for ensuring smooth functioning of all administrative processes including assisting in development of new policy statements; participating in administrative policy reviews to assure compliance with established requirements; making recommendations for policy revision or adaptations as required. Responsible for ensuring various policies and Standard Operating Procedures for Medicine Specialties Service are current and that staff are made aware of changes. Provides administrative guidance to employees in the assigned areas. Schedules appointments, coordinates meetings, and/or schedules conferences, space, participants, time etc; assists in preparation of agenda and any handout material required; records and transcribes minutes and maintains files for future reference; notifies service supervisors when matters discussed or decisions made in meetings affect them. Serves in a liaison capacity between the Administrative Officer, Chief, Medicine Specialties Service, and the providers and other techs; maintains liaison and communications with persons and groups from both within and outside the organization, speaking for the principal on administrative issues Serves as initial contact point for reviewing and screening incoming correspondence, reports, instructions, etc; determines appropriate distribution of the information within the facility; drafts replies to general inquiries; relays instructions to subordinate services; collects data and prepares reports for higher echelon at the direction of Chief of Medicine and/or Administrative Officer Composes and edits letters and reports, reviews correspondence for accuracy and completeness, develops standard or form letters to inquiries, prepares correspondence for executive leadership in response to action items, and quarterly reports; develops background information for correspondence/reports Conducts effective and positive communications with all Medicine Specialties Service staff, as well as Veterans and their familie Creates new scheduling clinic Performs a basic analysis of all data and generates variety of reports Prepares corrective action plans, makes appropriate recommendations for improvements in data collection and workflow processes; searches, gathers, compiles, reviews, and displays statistical data; assists with the completion of reports and data summaries; assists in compiling data for annual and recurring reports Coordinates travel arrangements for Medicine Specialties Service staff and prepares appropriate expense reports post-travel Automated Data Processing Application Coordinator(ADPAC) for the service; ensures each employee in their service has signed automated information security agreement and has submitted to Office of Information & Technology (OIT) Service .Provides training to staff in Automated Information Security(AIS) Performs automated risk assessments at the service/activity Assists Medicine Specialties Service in development of contingency plans for continued operation in the event of complete or partial loss of AIS capabilities; assists OIT in development of system security plans Troubleshoots computer hardware/software problems that service staff may encounter Actively participates in quarterly ADPAC meetings Work Schedule: Monday - Friday; 8:30 am - 4:30 pm 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/PD12859-A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/28/2023. 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. 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-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 all programs within the Specialty Care Service as they relate to facility operations, the VA and broad healthcare trends; knowledge and ability to train others in areas related to staffing, budgeting, planning, academics, research, timekeeping, and data analysis/collection; practical knowledge developed through increasingly difficult, on-the-job training or experience dealing with the operations, regulations, principles, and peculiarities of the assigned program, function, or activity, broad understanding the clinic functions and detailed knowledge of all section clinic grids, schedules, and functions. As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. To substitute education for experience at the GS 7 grade level, you must possess at least 1 full year of graduate education in a field directly related to the position. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)Manages and Organizes Information 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, although some slight physical effort may be required. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Gina Lee
• Phone: 307-778-7550 X3629
• Email: [email protected]