This position is located within the Office of the Director of the of the Montana VA Health Care System (MTVAHCS). The incumbent will report directly to the Health System Director and provide administrative support to the Director, Executive Leadership Team (Associate Director, Associate Director of Patient Care Services, Assistant Director, Chief of Staff, Deputy Chief of Staff,) and front office staff.

Duties

Distribute and disseminate incoming mail, internal controls, records management, publication and forms management. Monitors and assists with tracking, completion of actions, internal and external correspondence as well as administrative reports. Monitors budgetary requirements to include equipment, supplies, and space utilization surveys. Serves as timekeeper, maintains and posts entries for automated time cards, ensures proper posting of tours, on-call and premium pay; verifies sick/annual leave use; reviews for appropriate for approvals by administrative officer and chief; notifies chiefs of available staff on daily basis. Exercises control over appointments, with complete authority for commitments of time, screens all calls and visitors, answering most questions and completing most business involving established policy and routine matters without referring people to the executive leadership team. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. Knowledge of local, federal, and state laws, policies, procedures as well as standards and regulations from external accreditation organizations. Communicates verbally and in writing with diverse internal and external customers in a professional and courteous manner. Educates staff in the proper use of the electronic records and competency folders. Resolves minor technical issues with computer software, applications, and telecommunication matters. Serves as an automated data processing application coordinator by ensuring information security agreement are in compliance with policy. Enters appropriate electronic requests for staff, residents, and students for various types of computer access. Protects data from unauthorized released or from loss, alteration, or unauthorized deletion. Work Schedule: Monday - Friday (8:00 AM - 4:30 PM) Virtual: This is not a virtual position. Position Description/PD#: Staff Assistant/PD144770 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/12/2024. 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-09 position you must have served 52 weeks at the GS-07. 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. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication; delegations of authority, routing or correspondence; Knowledge of and skill in applying analytical and evaluative methods and techniques to analyze and assess programs and projects; Knowledge of pertinent laws, regulations, policies, and precedents of business practices, program goals, mission objectives, work processes and administrative operations of the VA. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow information; Ability to identify problems and protentional problem areas based on daily observance or studies; analyze and measure the effectiveness efficiency, and productivity or administrative programs and developing written and oral recommendations for improvement. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level education and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationComputer Skills 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. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing and bending. No special physical qualifications are required. Work Environment: The work environment involves everyday risks or discomforts, which require normal safety precautions typical of places such as offices, meeting and training rooms. 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 Montana VA Health Care System 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Kagen Harris
• Phone: 918-616-3114
• Email: [email protected]