This Program Support Assistant position is located within the Primary Care service at the White River Junction VA Healthcare Center located at White River Junction, Vermont. This position is full-time at 40 hours per week.

Duties

The Program Support Assistant independently manages the administrative functions of staff and programs, coordinates care with VA patients and non-VA facilities. Duties include but are not limited to: Provides clerical assistance and technical support to the Primary Care Team by maintaining and supporting the work performed within the facility. Establishes and maintains positive, collaborative relationships with key contacts in WRJ VAMC. Serves as a liaison with building management when issues arise in the facility such as temperature control, noise, telephone services. Assists with emergency preparedness and maintains policies and procedures for the facility/clinic. Controls incoming and outgoing correspondence, reports, memoranda, and other forms of written communication; routes materials to appropriate staff members and performs follow-up tracking to ensure timely reply and action. Prepares and edits letters and reports and reviews correspondence for accuracy and completeness. Reviews correspondence generated by other administrative employees assigned to the Service. Anticipates the needs of clinic management, compiling data and background material before routing. Provides administrative support for staff meetings, which may include oversight of the schedule and room calendars, audiovisual equipment and connections, and the preparation/dissemination of PowerPoint presentations, meeting notifications, agendas, and meeting minutes. Assists in the hiring process for new staff; coordinates interviews for candidates for new or vacant staff positions, independently prepares itineraries and notifies necessary staff. Helps with the pre-employment and orientation process of new employees, assuring all needed information is submitted to various VA departments, schedules orientation and assists with orientation clinic specific administrative activities. Assists in issuing PIV badges and/or replacement badges for employees, contract providers, residents, and volunteers. Transmits and receives documents and messages electronically using such software applications such as electronic mail, desktop publishing, calendar, spreadsheets, database, Power Point, and word processing. Assists other users about selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for tasks. Develops and maintains proficiency in applications as requested by supervisor (e.g. Microsoft Word, Outlook, PowerPoint, and Excel). Maintains a suspense system for all externally assigned tasks, as well as those generated by the Clinic Director. Performs timekeeping duties for staff including the approval of leave and certification of timecards. Performs other duties as needed and assigned by the Supervisor. Work Schedule: Monday - Friday, 8:00 am to 4:30 pm Compressed/Flexible: Not Authorized 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 (Primary Care)/PD405-03222-A and PD03222A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not Required Notifications: This position is an AFGE Bargaining Unit position. This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. This position is covered by locality-based comparability pay. Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Time-in-Grade Restriction: Applicants must also meet time-in-grade requirements. The grade may have been in any occupation but must have been held in the Federal service. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/08/2024. 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-06 position you must have served 52 weeks at the GS-05. 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 and/or education as described below: Specialized Experience: You must have one (1) 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: Providing timely, accurate, and complete responses to customer inquiries using a variety of communication methods, providing daily oversight and management of a clinical scheduling system at a facility wide level, working with internal and external customers to obtain critical information related to clinical operations, navigating a multitude of systems and databases to monitor processes and ensure efficiency and timeliness of tasks, and providing high-level administrative support in a clinical setting, including employment and credentialing requirements. Processing incoming and outgoing materials such as correspondence, reports, memoranda and other forms of written communication; Coordinating meetings and taking minutes for distribution; Making travel and lodging reservations; Ordering and monitoring the use of office supplies; Timekeeping. (NOTE: The specialized experience must be well-documented on your resume, and an ADDITIONAL SF-50 must be provided that shows one year of Time-In-Grade at the GS-5 level) You will be rated on the following Competencies for this position: Administration and ManagementCommunicationComputer SkillsCustomer ServiceProblem Solving 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 with considerable computer and keyboard work. The work includes some walking, standing, bending, and carrying of light items such as files, papers and books. Work Environment: The work environment involves the normal risks and stresses typical in an office environment which supports an extremely busy clinical service with various professional staff. 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 White River Junction VA Medical Center 215 North Main St. White River Jct., VT 05009 US
• Name: Jessica Steed
• Phone: (802) 295-9363 X2021
• Email: [email protected]