This position located at the Aleda E. Lutz VAMC in Saginaw, MI within the Diagnostic Imagining Service and is the primary program support and clerical assistant for Office of the Chief / Associate Chief of Staff (ACOS). The primary purpose of this position to provide a wide variety of programmatic, clerical, and technical support to Diagnostic Imagining Service. The incumbent in this position performs work that supports Diagnostic Imagining Service programs.

Duties

Major Duties and Responsibilities include, but are not limited to: Program Support (60%) 1.Coordinates the Quality Control Program for the ACOS, which includes the compilation of quality assurance information for the Transfusion Committee. Review of patient charts required information based on the Medical Center's Transfusion Criteria. The information is correlated and organized for the Blood Bank Technologist. 2.Coordinates and maintains the AFIP program for the ACOS, which includes the compilation of pertinent information derived from patient charts that is needed for the Internal and External review of surgical cases. The AFIP is an essential part of the Diagnostic Imagining Service for ongoing quality assurance program to comply with CAP and JCAHO standards. 3.Coordinates and maintains the reporting of Medical Center Autopsy Data which involves the review of patient charts for pertinent data needed for the VISN. 4.Coordinates and maintains a program that provides diagnostic imagining reports and slides for other VA Medical centers and outside Hospitals and Physicians 5.Maintains accurate budget records. 6. Patients with emergent or urgent medical needs must be provided care, or be scheduled to receive care as soon as practicable, independent of service-connected. A wait list for hospice or palliative care must not be maintained, VHA must offer to provide, or purchase needed hospice or palliative care services without delay. Clerical Support (40%) 1. Receives telephone calls and visitors, referring to the ACOS and other staff members only those requiring their personal attention, frequently taking personal of requests for information. Places local and long-distance calls to obtain results of other tests sent out. 2. Receives and reads all incoming mail, determining which items should be referred to the ACOS or other staff members, responding directly to routine requests and inquiries of a non-technical nature. 3. Receives and reviews all regulations directives, guidance on memoranda on administrative functions. Interprets and determines the extent to which the Department is affected and advises the ACOS. 4. Establishes and maintains a filing system for department files assuring the confidentiality of sensitive information. The incumbent is also responsible for implementing and maintaining office control systems, such as those for the location, arrangement, access to, and use of office files, and for maintenance, transfer, and disposition of records. 5. Composes correspondence and narrative reports form rough drafts, notes, records, general verbal indications of desired content and effectiveness, concerning the administrative activities of the Service ensuring correct grammar, spelling, punctuation, and conformance to Agency guidelines. 6. Manages various fund control points for Diagnostic Imagining Service; responsible for entering and reviewing all purchase orders: correlates all fee- basis laboratory testing with billing invoices, appropriately documenting each day the patient's, tests, and charges; performs monthly balancing of all patient testing charges, appropriately reconciling outlying and problem situations dealing with reference lab testing. The fiscal responsibility for payment of the reference laboratories rests with the Laboratory Service, both in authorizing the execution of the test and the authenticity that the test has in fact been accomplished. 7. Coordinates annual inventory of equipment, annual chemical inventory, hazardous waste disposal, ensures that MSDS are complete, and all standards and requirements are met. 8. Is the Unit Timekeeper, Personnel Clerk, and Records Liaison Officer, maintaining the daily time and attendance and submitting them to Fiscal Service on time. Maintains individual personnel record cards, SF-71's, training, and travel records, typing and submitting the proper forms for personnel actions and training requests. 9. Maintains the Continuing Education records on Service Employees. 10. Receives and screens telephone calls, visitors, and e-mails. Ensures courtesies are afforded to visitors and telephone communications. All contacts are handled professionally, using tact and diplomacy in written composition and oral communication. 11. Receives inquiries and/or assists in resolving complaints from patients and families. 12. Maintains the ACOS and the other Diagnostic Imagining Service Supervisors calendars, arranges meetings including scheduling time and place, provides reports and appropriate background material to members and notifies all pertinent individuals. 13. This position is the Customer Service Representative for PALMS Work Schedule: Monday - Friday, 8am - 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD92103-0 and PD92102-0 Relocation/Recruitment Incentives: 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, 05/16/2024. 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. For a GS-7 position you must have served 52 weeks at the GS-6. 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: The incumbent serves in a developmental capacity at the GS-06 level. Key functions will be like those described at the full performance level of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills, and abilities necessary to accomplish the work at the full performance level. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: serving as timekeeper, serving as Automated Data Processing Application Coordinator (ADPAC), assisting staff with writing directives and memorandums, maintaining calendars for staff, receiving phone calls and visitors in a professional manner. Must be able to type 40 words per minute. You will be rated on the following for this position: Knowledge of typing, spelling, punctuation, and grammar in professional writing. Practical and functional knowledge of Microsoft Word, Outlook, Power Point, Excel, and Access is required. Knowledge of the organization, function, and policy, interrelationships of all organizational elements within the Medical Center and the VA. Must be familiar with aspects of Finance Department to maintain smooth care line function and operational procedures. Knowledge of procedures required to maintain computerized time and leave records of service staff and to prepare forms required for various personnel actions. Assists with coordinating short, intermediate, and long-range planning within service. Ability to assist in relating mission and programs effectively to the Medical Center, and to initiate and coordinate with a variety of management initiatives. Incumbent will render assistance in requests for information received from employees, veterans, service organization representatives, congressional offices, and others in a courteous and professional manner. 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 mostly sedentary, however some standing, walking, pushing, and reaching. Finger dexterity and hand/eye coordination required to manipulate computers and printers. May lift or otherwise assists other personnel in positioning under/on top of laboratory counters or in instrument cabinets the supply items, some of which can weigh more than 45 pounds. Ability to effectively communicate both verbally and in writing; ability to operate computers and o1her equipment. 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 Aleda E Lutz Department of Veterans Affairs Medical Center 1500 Weiss Street Saginaw, MI 48602 US
• Name: Karen Townley
• Phone: 989-497-2500 X17061
• Email: [email protected]