The Program Specialist is assigned to The Community Outreach Division within the Mental Health Care Line of the Cincinnati VAMC. The incumbent serves as a Program Specialist for the Community Outreach Division. The incumbent is responsible for organizing and maintaining the complex day to day administrative operations of The Community Outreach Division with assistance to other programs as needed. The Specialist is responsible for oversight of administrative services in a clinical environment.

Duties

Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Community Outreach Division operations. Assists in the planning, review, and reporting of data/statistical results of program/project studies. 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. Evaluates documents and other data collection forms to ensure data captured is relevant and revise as needed. Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into automated national tracking systems, maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding, compliance strategies, etc. Attends medical center meetings as necessary to present and support data. Representative for contracting and the purchase card coordinator for multiple fund control points and budgets. Examples of data/tracking include but are not inclusive of: - US Bank Access Online (Purchase Card Invoice Certification) - IFCAP (entering purchase card orders and reconciliation) - HOMES - Homeless Operations Management and Evaluation System (enter and track required Data) - Community Outreach Division Staffing Report - Reconcile HOMES forms with Active Client List - Weekly Open Consult Report - Daily Open Encounters Report - Weekly Unsigned Notes Reports - CUSS Report - Missed opportunities Reports - Timekeeping Tracker - TMS Administrator- track and report staff compliance - Tracking new Grant and Per Diem (GPD) obligations each fiscal year - Tracking monthly GPD invoices and entering obligation estimates - Maintain correct Fund Control Point balances - Back up scheduler for Homeless Patient Aligned Care Team (HPACT) - Entering new vendors in VISTA - Provide CONCUR support and assistance Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the Community Outreach Division. Completes special projects in support of the policy development and/or technical/program activities of the Community Outreach Division. Controls all incoming correspondence to the Community Outreach Division, which is screened and distributed, handling non-technical material personally while referring technical correspondence to the appropriate staff. Maintains, monitors and distributes material for timely follow-up. Formulates correspondence, reports and records in final form. Assures conformance with procedural instructions, correct grammar and punctuation, typographical accuracy and necessary attachments/enclosures in accordance with VA Correspondence Manual and HIPAA regulations and follows up on timely response and action. Triages all telephone calls. Maintains the calendar of staff assigned to the program The incumbent maintains all administrative files for the division and is responsible for their accuracy and completeness, obtaining any required information when necessary. Acts as the primary timekeeper for the Community Outreach Division. Acts as a liaison with various services throughout the Medical Center to ensure the effective and efficient operations of the area. Responsible for recognizing, analyzing, and recommending solutions for the efficient conduct of patient care activities. Provides guidance to professional/administrative staff on eligibility determinations and Medical Center procedures, policies and directives. Receives referrals from other personnel on atypical or very complex situations. Responsible for the management of all administrative functions of the program. Prepares work orders for the division and ensures follow up on these orders. Performs other duties as assigned. Work Schedule: Monday through Friday, 8:00 A.M. to 4:30 P.M. 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 Specialist/PD912710 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not require

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/10/2024. 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-9 position you must have served 52 weeks at the GS-7. 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. Preferred experience: Working with the homeless population. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 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 regulations, directives, and policies, and their impact on programs; knowledge and use of statistical analysis tools in order to analyze data, monitor trends and make recommendations based on the findings; skilled in data validation and accuracy; knowledge and skilled in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of procedural or factual nature such as office layout, workflow, or working conditions, written guidelines covering work methods and procedures such as performance and production standards; knowledge of the theory and principles of management and organization, pertaining to areas of responsibility, channels of communication, delegation of authority, routing of correspondence, filing systems, and storage of files and records; knowledge in applying qualitative and quantitative analytical techniques Or Do you possess a master's or equivalent graduate degree Or Have you completed 2 full years of progressively higher level graduate education leading to such a degree Or Do you possess an LL.B. or J.D., if related OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a Bachelors Degree. You will be rated on the following Competencies for this position: Data Management Decisiveness Customer Service Manages and Organizes Information Financial Management 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 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Rhonda McCubbin
• Email: [email protected]