The Administrative Specialist provides support to the Dental Service for the EOHCS. The GS-07 serves in a developmental capacity, working in close coordination with the Supervisory Dental Hygienist; key functions will be like those described at the full performance level but will not be completely delegated to the employee until proper orientation/training has been completed, and the knowledge, skills, and abilities to accomplish the work at the full performance level have been demonstrated.

Duties

Major duties include but are not limited to: Providing oversight in managing operations for 3 dental clinics within the Dental Service; Making decisions; offering recommendations on administrative and operational issues, especially coordination of clinical resources; Functioning as a consultant to team members on administrative matters; Advising Supervisory Dental Hygienist and Service Chief on the administrative needs of Dental Service; Monitoring quality assurance indicators, performing assigned audits, conducting reviews, assembling data; Ensuring JCAHO criteria compliance, and completing various performance measures and clinical reminders; Providing reporting, evaluation, and assessment data; Collecting, compiling, and tracking statistical information in support of daily operations for the Service; Providing status or outcomes in relation to established performance measures, goals, and objectives; Receiving and processing documents and reports; Gathering information from a wide variety of system sources to prepare reports; Executing in the planning, reviewing, and reporting of data/statistical results pertaining to service; Serving as ADPAC, VATAS timekeeper, PIV sponsor, TMS Administrator, and key requester for all EOKVAHCS Dental Clinics; Clinical care management; Collecting, compiling, and tracking statistical information for the Dental Service, accessing status or outcomes in relation to established performance measures, goals, and objectives; Working in coordination with Supervisory Dental Hygienist and leadership to develop and analyze workload statistics and other relevant data; Promoting cost savings recommendations to include formulating, presenting, executing, and analyzing sectional budgets; Monitoring, managing and tracking the flow of each clinic for the Dental Service to verify goals are met; Reviewing all clinics stop codes/encounters/consults, and updating manuals on policies/procedures/operations to meet Joint Commission accreditation and Veterans Health Administration (VHA) Quality Assurance (QA) standards; Participating in performance improvement activities related to the program quality improvement process and offering performance improvement advice to program staff. 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: Tuesday-Friday; 7:00am-5:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD14478-0 and PD14479-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 08/30/2024. 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-07 position you must have served 52 weeks at the GS-05 and 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. 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 for GS-07: You must have one year of specialized experience equivalent to the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Incumbent serves in a developmental capacity and examples of specialized experience for GS07 should include those that may not have been completely delegated to the employee: Proficiency with Word, Excel, DRM+ VISTA, CPRS, MyIT, EPAS system, LEAF tickets; program goals and objectives, work processes, and administrative operations of the organization to provide support; ability to collect statistical data from a variety of sources and prepare recurring and/or special reports; input acquired data into spread sheets and databases; conduct analyses of work functions; use qualitative and quantitative analytical techniques; apply analytical, evaluation methods/techniques; knowledge of pertinent laws, regulations, policies and precedents; ability to apply effects of administrative and department operations including HIPAA laws, VA/union Labor relations policies; adapting analytical techniques and evaluation critera to measurement and improvement of program effectiveness and/or organizational productivity; knowledge of types of information maintained ; ability to view databases to extract and organize data, produce letter memoranda, and prepare a variety of specific working documents and forms such as spreadsheets, databases, word processing, desktop publishing, graphs and other similar products; ability to communicate verbally and in writing; OR, Education for GS-07: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education or superior academic achievement;. OR, Combination for GS-07: Applicants may also combine education and experience to qualify at this level. You must have a combination of successfully completed post-high school education and experience to meet the total qualification requirements for this grade level. Specialized Experience for GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-07. The GS-09 grade level is the full perormance grade for this Career Ladder Position. Specialized experience will include the key functions described at the full performance level that have been completely delegated to the employee. Examples include: Proficiency in English grammar; adequate typing skills; proficiency with Word, Excel, DRM+. VISTA, CPRS, MyIT, EPAS system, LEAF tickets knowledge, program goals and objectives, work processes, and administrative operations of the organization to provide support where required; ability to collect statistical data from a variety of sources, reduce data using comparative and/or statistical analysis, and prepare recurring and/or special reports; ability to input acquired data into spread sheet and databases; conduct analyses of work functions and ability to present staff recommendations and solutions; ability to use qualitative and quantitative analytical techniques to manipulate and utilize data to study the department's organziation; knowledge and skill in applying analytical, evaluation methods and techniques to office administration issues or functions; knowledge of pertinent laws, regulations, policies and precedents and ability to apply effects of administrative and department operations including scheduling effort policies, HIPAA laws, VA/union labor relations policies; knowledge and skill adapting analytical techniques and evaluation critera to measurement and improvement of program effectiveness and/or organizational productivity carried out by administrative or professional personnel; knowledge of the types of information maintained and procedure for assessing and developing databases and spreadsheets for Service Line and ability to upload information to be included in various reports and enhance presentation of the data; ability to view VHA databases to extract and organize data, produce letters, memoranda, and prepare a variety of specific working documents and forms such as spreadsheets, database, word processing, desktop publishing, graphics and other similar products; ability to communicate verbally and in writing with a variety of people from different backgrounds and different levels of understanding to include technical, administrative, and professional people at all levels in the agency, patients, family members, and visitors; ability to write and present clear and concise documents and reports; OR, Education for GS-09: You must have a master's or equivalent degree or 2 full years of progressively higher level graduate education leading to such a degree or related LL.B or JD; OR, Combination for GS-09: You must have a combination of specialized experience and graduate education beyond a master's or equivalent, or beyond 2 full yeard of progressively higher level graduate education leading to such a degree. Preferred but not mandatory experience includes at least 1 year administrative experience within EOVAHCS, experience as a timekeeper and ADPAC, and experience with care in the community consult placement, review, and case management. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages and Organizes Information 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 primarily sedentary, although some slight physical effort may be required; lifting less than 50 lbs. 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 VA Eastern Oklahoma Health Care System 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: VISN 19 HR Contact Center
• Phone: 719-227-4600
• Email: [email protected]