The Program Support Assistant (OA) position is located in the Diagnostic Imaging Service at the VA Loma Linda Health Care System (VALLHCS). The Program Support Assistant provides Program Support including administrative and clerical oversight, as well as reviews all incoming correspondence, and routes information with minimal supervisory involvement. They also serve as the timekeeper and performs all facets of timekeeping duties, while accurately maintaining all timekeeping files and documents.

Duties

Major duties include, but are not limited to the following: Receive and screen visitors to the office to direct inquiries to the proper individual. Respond to medical and administrative matters and refer complicated problems to the appropriate resource. Complete tasks within the given deadline without immediate supervision daily. Manage all incoming correspondence for Imaging; determines which should be brought to the supervisor's attention or handled personally; establishes suspense controls for replies. Function as the ADP Coordinator (ADPAC) and must enroll and monitor all programs used throughout the normal scope of the VA and unique, specialized systems that only the Imaging department uses, which require exemptions to be completed. Coordinate the in-processing and orientation activities for all incoming trainees (students, residents, and fellows) from academic affiliates. Coordinate appointment calendar of the service in order to schedule time; gather information, materials, and arrange for space and participants. Use various automated systems including word processing, spreadsheets, graphics and other types of software, in order to create, edit, and format reports requiring advanced functions. Operate word processing equipment using the full variety and complexity of software functions to produce a wide range of documents to include correspondence, reports, regulations, charts, studies, forms, etc. Coordinate and manages all supplies, telephone and computer moves. Prepare necessary forms for numerous tests, and consultations and other procedures from written and verbal orders by the physician. Provide general office supply and equipment support services such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services. Serve as the Imaging Service Timekeeper and, as such, is responsible for maintaining all employee schedules and time and attendance. Perform other related duties as assigned. Work Schedule: Monday through Friday 8:00 a.m. - 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD13612O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 07/11/2024. 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 and/or education 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: Performing work involving the collection, compilation, and/or tracking of data and statistical information; Entering pertinent information into an automated tracking system; Overseeing preparation of paperwork required to allow award of contracts; Processing receipts, manifests, purchase orders, data and contract information for Safety section, Interfacing and collaborating with larger healthcare system providers including VA and Non-VA agencies, community hospitals, long-term care facilities, and community based programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have graduate education directly related to the work of the position. Proficiency Requirements: In addition to meeting experience or education requirements, applicants for this position must show possession of the ability to type at least 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position:ClericalComplianceControl of FundsCustomer Service (Clerical/Technical)Database Management Systems 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 and is usually accomplished while the incumbent is comfortably seated at a desk or table. Some walking and standing may occur during work hours in connection with attendance at meetings and conferences, or while researching files. Items carried typically are light objects such as, briefcases, notebooks, and data processing reports. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Courtney Blansfield
• Phone: 602-751-1286
• Email: [email protected]