This position is located at the James A. Haley Veterans' Hospital, Medicine and Specialty Care Service. The Administrative Support Assistant is responsible for the in- and out-processing of Fee Basis and Without Compensation appointments. They also serve as the administrative support staff member and timekeeper for the Emergency Department and all Fee Basis Time and Leave (T&L) timecards and postings. They will also assist with performance pay sheets for the Service each year.

Duties

Major duties will include, but are not limited to: Assisting the Administrative Officer with preparing initial, continuing, and termination correspondence of fee basis and without compensation (WOC) appointments. Responsible for the collaboration of the onboarding process of fee basis and without compensation appointments, which includes continuous communication with the Administrative Officer, Human Resources Specialists, and Credentialing Specialists. Communicating effectively and periodically with appointees and Section Chiefs throughout the appointment process, monitoring completion of mandatory training, especially, but not limited to, Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act/Rules and Responsibility. Maintaining a log that shows pay rates for Fee Basis appointees, making adjustments (increasing or decreasing rates) after approval from the ACOS for Medicine and Specialty Care or Administrative Officer. Maintaining a log of all Without Compensation appointees, monitoring their training and completion of WOC appointments. Ensuring the appointees obtain access to facility software or programs, while also ensuring access is disabled immediately upon termination of appointments; this will require collaboration with the Service ADPAC and Office of Information and Technology Service. Serving as the administrative support staff member to the Emergency Department Director, which includes, but is not limited to, calendar commitments, processing of correspondence for reimbursement of training courses and travel, key request forms for new personnel, clearance form instructions for exiting personnel, working with supervisors within the Section on any mandated projects, preparing agendas and final meeting minutes of Section Meetings, providing final minutes to the Service Secretary, ACOS for Medicine and Specialty Care and the Administrative Officer. Formatting and preparing performance pay forms for Service physicians annually when new measures are provided by the ACOS for Medicine and Specialty Care (ACOS for M&S Care) or the Administrative Officer (AO), using Microsoft Word and Adobe Acrobat. Obtaining wet or electronic signatures from the ACOS for M&S and providers at the beginning of each fiscal year, creating forms throughout the year for new hired physicians. Maintaining forms on the Service shared drive to keep the ACOS and AO up to date with each step throughout the process. Providing paper copies representing all M&S Care providers to the COS once all signatures have been obtained, then uploading each form to the LEAF system when directed by the COS's Office. Serving as Timekeeper for all Fee Basis appointees within the Service. Creating timesheets, obtaining approvals of timesheets from appropriate Section Chiefs and the ACOS for Medicine and Specialty Care prior to postings for pay. Providing periodic reports to the ACOS for Medicine and Specialty Care and the Administrative Officer on fee basis balances of each appointee and the overall Fee Basis budget and ensuring that appointees do not exceed approved annual salary. Work Schedule: Monday - Friday; 7:30 a.m. - 4:00 p.m. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD065080 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/25/2024. 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 as described below: 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: Assisting with preparing initial, continuing, and termination correspondence of new appointments. Collaborating with Human Resources to initiate boarding appointees and ensuring privileges, physicals, and background checks are accomplished prior to boarding new appointees. Serving as Timekeeper. Creating forms throughout the year for newly hired employees and ensuring all forms are signed. Ensuring new employees are granted access to facility software or programs, and also ensuring access is disabled immediately upon termination of appointments. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Manages and Organizes InformationTechnology Application 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 requires an incumbent who possesses the ability to handle multiple tasks and work under intense pressure to accomplish timely work assignments. The work is performed in a sedentary position and requires access to a computer, laptop, copier, fax machine and printer while working at the facility. 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 James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Sarah Brown
• Phone: 407-631-8455
• Email: [email protected]