The Program Support Assistant serves as staff assistant to the Chief, Dental Service. The employee advises the chief on all the practical and technical aspects of office administration, to include budgeting, purchasing, inventory management, personnel administration, data processing, and general office management on a regular and recurring basis. Supports department staff by processing requests for hardware and software needs and serves as the primary timekeeper for assigned staff.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***Duties may include but are not limited to: Aides in the coordination and implementation of directives regarding the use of space, supplies, equipment, manpower, facilities, etc. Assists the designated service chief prepare for site visits and inspections by outside agencies. Compiles, evaluates, and reports data generated by the Dental Service quality assurance program. Maintains quality assurance and CQI records and prepares and submits all necessary reports. Informs the Chief, Dental Service of the ongoing status of the QA program and keeps him/her informed of any negative trends, problems, or potential problems. Provides administrative support to the director of the general practice residency program. Maintains records for the residency program, assuring that all materials for processing of residents are completed on schedule. Manages the application process for the program assuring that all materials are received as. required and schedules appointments of those applicants to be interviewed. Administers the credentialing and privileging process within the Dental Service. Monitors all incoming correspondence, determining proper actions to be taken Ability to independently prepare correspondence. Skill in taking and transcribing dictation and operation of typewriter. Knowledge of grammar, spelling, punctuation and required formats. Knowledge in use of office equipment, i.e., typewriter, Dictaphone, duplicator, calculator, and word processing software. An exhaustive knowledge of medical and dental terminology. Coordinates the flow of paperwork into and out of the offices of the Chief, Dental Service, ensuring that documents, reports, etc are generated by designated suspense dates. Maintains a pending file for actions awaiting replies, follow-up, or additional information Maintains a running list of current projects, programs, problems, etc., in priority order for which the Chief, Dental Service is responsible. The list will be updated weekly and will identify the stage each item is at, the next step to its resolution, the impact it may have, and any side issues which may develop. Takes and transcribes all dictation for the Chief, Dental Service including the minutes of the Dental Service staff meeting, Dental supervisors' meeting, Residency review committee, dental hygiene and dental assistant meetings. Dictation taken in the office of the Chief, Dental service is often confidential and frequently includes not only medical terminology but special dental terminology Prepares correspondence for the signature of the Chief, Dental Service, Director, general practice residency program, and Chief, Oral & Maxillofacial surgery as well as other staff doctors and maintains records and files of sane. Maintains policies, guidelines, and regulations affecting Dental Service on a current basis. Maintains Medical Center Memoranda for which Dental Service is responsible, as well as in-service memoranda on a current basis, assuring that changes in such memoranda or updates are made as required. Assures the currency of records maintained by Dental Service and for the disposition of records which are outdated. Provides guidance and assists users in the proper use, operation, and care of all computer equipment and to use computer terminals for appointment scheduling and entering all required clinic data. Resolves problems related to computer scheduling and monitors the daily computer activity. Makes all arrangements for travel of Chief, Dental Service and other dentists and dental personnel. Demonstrates skill and knowledge necessary to communicate appropriately to the ages of the patients severed, including the ability to obtain and interpret information to identify patient's needs. He/she will address patient considerations such as the cognitive, emotional, physical, and behavioral status of the patient and special problems relating to the patient's age. over. Ability to interpret new instructions and procedures and advise professional service clerk/stenos and clerk/typists as such. Assignments involve making decisions on what needs to be done and how it should be accomplished based on the programs, goals, priorities, and commitments of the Chief, Dental Service and the center as a whole. The chosen course of action may have to be selected from many alternatives. Work Schedule: Monday- Friday, 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD01411A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/26/2024. 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-6 position you must have served 52 weeks at the GS-5. 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 for GS-6: One year of demonstrated specialized experience equivalent to the GS-5 level that required knowledge of procedures and techniques to carry out the work directly applicable to this position. Examples of specialized experience would typically include, but are not limited to: Excellent communication skills; completing assigned projects, studies, narrative and statistical reports, and reviews in a timely manner, adapting to situations quickly, precisely, and accurately; knowledge of word processing (Microsoft Office Suite), and spreadsheets (MS Excel); knowledge of TMS, VATAS and Vista. Establishing and maintaining office files of correspondence, reports and other documentation; reviewing documentation for grammar, format and regulatory/policy errors; preparing, under supervision, supporting materials for use at various meetings. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages 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: Position is basically of an office nature. However, there is occasional walking to, from and within the hospital, and offices in adjacent buildings. 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 Northport VA Medical Center 79 Middleville Road Building 200 Northport, NY 11768 US
• Name: Maria Pelow
• Phone: 716-834-9200 X22439
• Email: [email protected]