This position is in the Community Care Service (CCS) at West Texas VA Health Care System (WTVAHCS). The position provides administrative support to the Director, CCS as well as multiple complex programs and subordinate supervisors aligned under CCS. The position will provide support for clerical tasks, programs, data collection, analysis, and reporting. The Program Support Assistant will assist clinical and administrative staff in expediting reports from various sources.

Duties

The Program Support Assistant will perform work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operation. Coordinates incoming data from a variety of sources for a variety of programs. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Maintains automated system of program-specific data to track project milestones, progress reports, funding accomplishments, compliance strategies, etc. The incumbent enters data and ensures reporting requirements are met using web based national, VISN, and local reporting software. The incumbent plays an important role in accurate data entry and automation of information to produce various reports to be used for the Community Care program, such as workload, productivity, and network provider adequacy reporting. Incumbent considers the inter-relationships of the reports and multiple uses of data generated. Prepares reports for management to review and submit to VISN and/or Central Office. Designs, delegates, and monitors office procedures that support patient care, freeing the clinical providers to provide direct patient care. Obtains, organizes, files, and retrieves reports, correspondence, and numerical data for use in preparing status reports, briefings, and presentations. Analyzes workflow to determine potential problem areas and either makes recommendations or enacts changes to correct these areas to improve coordination between various units, offices, or departments. Identifies and recommends ways of eliminating, consolidating, simplifying, or improving procedures and processes. The incumbent coordinates inspection/survey schedules, inspection/survey correspondence, and compiles results for submission to management. Incumbent performs office automation duties using such software applications as electronic mail, desktop publishing, calendar, spreadsheets, and database and/or graphics. Performs program support functions for one or more agency programs with a variety of technical needs. Performs general program support work such as the collection, compilation, research, and/or tracking of data and program information. Provides meeting management/recording, clerical or technical supply support work necessary to ensure the effective operation of ongoing program and service activities. Serves as the CCS ADPAC and assists with VistA review bi-yearly and submits access changes as necessary. Assists Director and Administrative Officer with annual budget. Serves as Clerk on all Fund Control Points in CCS. Serves as PIV Sponsor for CCS. The incumbent is the service Records Management Liaison. Incumbent is the employee travel subject matter expert and manages official travel arrangements for the service's senior leadership officials. Incumbent is considered a subject matter expert for time and attendance and is primary timekeeper Receives requests from various entities within and outside the service or organization and assembles requested information. Prepares and follows up responses from the Director, CCS office to ensure completion as necessary. Determines and collects relevant information from an assortment of sources for service level office management. Serves as subject matter expert regarding administrative process for referrals, community providers, and patient complaints. Participates in problem solving on operational issues or procedures in team meetings, performs administrative follow up actions. The incumbent resolves provider issues, questions, or concerns to ensure ongoing patient and provider satisfaction, efficient communication, and problem resolution related to Care Coordination referrals. Work Schedule: Monday to 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 (Community Care Service)/PD006760 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Note: This is a Bargaining Unit Position

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 editing and (re)formatting in electronic word processing documents prepared by clinical program staff who are not trained in advanced word processing. Experience converting documents from other formats into material that can be utilized in word processing or spreadsheets. Apply use of advanced functions and understanding of office productivity software to identify and correct unnecessary functions and remove extraneous hidden material. Applying advanced knowledge of document preparation to generate table of contents, lists, manage paragraph styles, create letter templates, insert simple and advanced informational tables, use of document sections in formatting, and management of document revisions. Knowledge of correct grammar, style and format, punctuation, spelling, sentence structure, and vocabulary. Skill in transcribing both written notes and audio recordings in final form. Must have knowledge of basic medical terminology to communicate and handle patient care issues between providers, Veteran, and their families. Apply advanced knowledge of spreadsheet software to create complex tables and charts to illustrate program effectiveness. Experience collecting information from various sources to create a variety of documents for reports, educational materials, and outreach. There is no educational substitution for the GS-06 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. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

Contacts

• Address George H O'Brien Jr VA Medical Center 300 Veterans Boulevard Big Spring, TX 79720 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]