This position, located at the Oklahoma City Health Care System, Office of the Assistant Director, serves as a Program Support Assistant performing a variety of administrative tasks that enable operational oversight and supports the effective offering of multiple services at outpatient clinics throughout the OKCVAHCS catchment area.

Duties

Major duties of this position include but are not limited to... Processes incoming and outgoing correspondence, action items, reports, mail, memoranda, and other forms of written communication Inputs work orders, orders office supplies, schedules appointments/conferences, coordinates meetings, prepares minutes, and performs a variety of other suitable administrative tasks, such as scanning, as required Attends meetings virtually and in-person; follows up on action items with appropriate staff members independently or at the direction of supervisor Responsible for support of daily administrative support, planning and organization for multiple administrative aspects of the assigned CBOC locations Ensures clinics administrative and facility related concerns are addressed timely to include coordination of services and clinic operations support to Department Chiefs, Administrative Officers, Medical site Directors, Nurse Managers, and supervisors for staff stationed at assigned CBOCs Monitors invoices for contracted VA clinics and ensures invoices are accurate and meet the contract standards Maintains Government Purchase Card authority and monitors fund control balances of assigned fund control point Acts as the specialist in administrative matters at the campus in determining program need to assure maximum utilization of space, equipment, staff, and funds to accomplish the mission Determines the proper source, initiation, and completion of necessary contract of procurement documents for purchase; responsible for operating, monitoring, retrieving, and maintaining all procurements and related data through IFCAP automated procurement program in the Vista system for the station to which assigned Supports health care system leadership through supporting the circulation of direction and guidance on policies and procedures to CBOC staff Performs initial analysis of data, discusses preliminary findings with the HSS, and generates reports for use by a variety of staff to include Executive leadership team, clinical and administrative site leadership, service chiefs, and staff, as required Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday, 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD14375A and PD14376A 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, 04/01/2024. 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 level. For a GS-07 position you must have served 52 weeks at the GS-06 level. 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 GS-06: You must have one year of specialized experience equivalent to at least the next lower grade level of 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...knowledgeable of a wide range of hospital activities and the ability to communicate that knowledge to internal and external constituents; the ability to use various types of office equipment and software applications and be knowledgeable of routine procedures for ordering office supplies and equipment; knowledge of grammar, spelling, punctuation, filing procedures, and required formats for correspondence; basic knowledge of organizational management with a foundation of administrative concepts, principles, and practices; ability to communicate orally and in writing for effective communication and to prepare clear, concise reports, correspondence, etc.; and a thorough knowledge of personal computers, types at a minimum of 40 WPM, and local systems software functions to produce and update a wide range of documents that often require complex formats, such as graphics of tables . Specialized Experience GS-07: You must have one year of specialized experience equivalent to at least the next lower grade level of GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to...a practical knowledge of an extensive body of the organization's rules and regulations governing confidentiality, including but not limited to the Privacy Act, HIPAA, the Freedom of Information Act (FOIA), and 38 U.S.C. 7332 governing the release of records containing information regarding the treatment of drug and/or alcohol abuse, Sickle Cell Anemia, and infection with Human Immunodeficiency Virus (HIV); a thorough knowledge of personal computers, types at a minimum of 40 WPM, and local systems software functions to produce and update a wide range of documents that often require complex formats, such as graphics of tables; ability to communicate orally and in writing for effective communication and to prepare clear, concise reports, correspondence, etc.; knowledge of VA the mission and functions of the unit, along with an understanding of how the various administrative services related to the unit's mission; the ability to exercise a considerable amount of judgment performing diverse responsibility and creativity must be exercised in identifying issues that need to be addressed and the necessary actions which need to be taken; the ability to address and/or de-escalate disgruntle customers; knowledge of the principles of data management, organizational structuring, and strategic planning; ability to pull the data, verify accuracy and collaborate with team to analyze data, and help with recommendations or opinion why data may have input in increasing any efficiency; knowledge of pertinent laws, regulations, policies, and precedents which affect the outcomes of patient care and related support resources in all activities in OKCVAHCS; and knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationKnowledge 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 sedentary however some duties may require standing, walking, bending, and carrying lightweight objects. The incumbent will typically work in a well-lighted office environment. Use of phone, computer equipment, and software typical to a business environment will be required. On occasion, the ability to lift less than 25 pounds. Position requires operation of motor vehicles to include travel to outlying CBOC's. 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 Oklahoma City VA Health Care System 921 Northeast 13th Street Oklahoma City, OK 73104 US
• Name: Etola Nesbitt
• Phone: 843-789-6036
• Email: [email protected]