The incumbent will serve in the VISN 10/12 Optical Laboratory administrative department. The Assignments at this level include but are not limited to: generating reports of all kinds using different computer programs, tracking and generating payroll data, addresses the needs of the customer with understanding of eyeglass fabrication process and Optical terminology.

Duties

MAJOR DUTIES: Admin Duties: 50% - Take actions as authorized in the contract rejecting unsatisfactory supplies and ensuring that proper invoices are prepared by the contracted vendors. - Generates various production reports and distributes the reports to upper management. - Assist with purchase orders, compile supply costs, reconcile invoices, and keep track of supply and maintenance contracts. - Conducts general administrative duties associated with maintaining and supporting the work performed within the Optical Lab. - Track funds and report payroll data (Timekeeper) to the payroll department. Maintain payroll records. - Generate and distribute month end statements and forward the data to the fiscal department for fund transfer. - Generates daily workload reports by care site and monitors turnaround time. - Prints, sorts, and verifies incoming eyeglass orders. - Receives, sorts, and evaluates eyeglass orders and frames sent by care sites. Customer Service: 50% - Advanced knowledge of Optical terminology due to the technical nature of language utilized by clinicians. - Works with the over 70 different VA Care Sites Opticians to coordinate the direct patient care issues with eyeglasses. - Establishing Veteran patient eligibility and entitlement for receiving prosthetics devices - Edits and updates the information for the Veteran patient record (2319). - Responsible for fielding calls from Veteran patients and Care Sites Opticians on status of their prescriptions. Incumbent is responsible for responding to patient complaints, initiates action or changes necessary to correct problem situations, and reports on corrective measures taken to the patient or the patient's representative. - Acts as an advocate for patients using judgement to resolve problems. - Creates and maintains customer satisfaction surveys. Documents all findings derived from these surveys after thorough analysis of data to identify trends and patterns. - Ability to collaborate, communicate, set priorities, and organize the work to meet deadlines, ensuring compliance with established processes, policies, and regulations. - The incumbent will play an integral role in identifying and developing ways to resolve problems with the administrative and fabrication staff on customer service, fund transfers, files maintenance and vendor or care-site issues. - Maintain effective communication with interdisciplinary team and outside vendors. - Identifies existing and potential problem areas, suggests solutions or alternatives to existing procedures. Performs other duties as assigned. Work Schedule: Monday-Friday, 7:30a.m - 4:00p.m. Position Description/PD#: Program Support Assistant/PD92041-0 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/22/2024. 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: Administrative management, Optical terminology, use of software applications to enter and extract data in various formats, experience with collecting and compiling data from various sources to build reports to ensure deadlines are met, and experience with multi-discipline staff handling customer questions and correspondence. You will be rated on the following Competencies for this position: Customer Service Adaptability Technical Competence 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 position may require some physical effort such as standing, walking, bending, or sitting. There are no special physical demands. 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.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address VHA VISN 10 Prosthetics 1481 West Tenth Street Indianapolis, IN 46202 US
• Name: Mary Ann Kalis Jordan
• Phone: (313) 917-7841
• Email: [email protected]