This position is in the office of the Chief, Mental Health Care Line, within the Tennessee Valley Healthcare System. The Program Support Assistant provides administrative, programmatic and management assistance to the Director of Outpatient Mental Health

Duties

Program Support Assistant will conduct all office functions and will ensure seamless workflow within the section/program. Incumbent coordinates on boarding process such as submitting IT tickets to on board or transfer new employees, inputting ePAS to ensure CPRS accounts are created, coordinating telework packet completion/ submission, participates in interviews, obtains equipment, and orders keys as appropriate. Incumbent will be the records liaison and main document control personnel for the service. The incumbent greets, provides answers, information and guidance, and initiates action as appropriate to Veterans, members of the public and clinical staff. Incumbent performs specialized duties regarding clinic grid management necessitating considerable specialized experience regarding a wide variety of situations (such as trainee supervision, collaborative relationships, committee involvement, etc.). The incumbent develops grid proposals, identifies interrelationships between grid exemptions and exceptions, and takes actions consistent with all applicable Book ability memorandums in both PCMHI and BHIP. Creates, edits, and maintains current Mental Health specific forms and documentation. The incumbent is also responsible for all program memorandums, letters, reports, fund control transactions, evaluations, program brochures and other written communication, both electronically. The incumbent serves an integral role in maintenance of staffing rosters by section/program, same day access schedules {PCMHI Warm Hand Offs and BHIP Open Access), and up-to-date group programming schedules. Incumbent serves as secondary timekeeper for OMH. Maintains an up-to-date VHA policy manual on time and attendance and disseminates any new changes to the regulations to staff as required. OMH Program Support Assistant will collaborate across multiple clinics and administrative areas to ensure credentials for assigned staff are maintained. Incumbent manages and reviews records for accreditation for The Joint Commission, acts as the Records Liaison for the service and Supervisor records (e.g., 6 Part Folders). Incumbent must protect sensitive information from unauthorized release and compiles necessary reports to be escalated to Service Chief. Incumbent will serve as an OMH Automated Data Processing Application Coordinator (ADPAC) by assisting new employee onboarding and access, the Talent Management System {TMS) administrator to assign new TMS courses as needed and monitor completed trainings to ensure OMH personal remain in compliance. The Program Support Assistant will collaborate with the ACOS Mental Health or designee and MHCL Outpatient Mental Health Program Managers on all budgetary and fund control tasks. Incumbent will support fiscal management, data collection, data entry, analysis, and preparation of reports for the MHCL program. Incumbent oversees entry of all program evaluation forms into national on line data collection system. Utilize computer systems and data bases related to the processing of Veterans mental health care. Incumbent extracts and compiles data from patient medical records. Uses Microsoft Office products to produces various reports for high levels of management including service and facility leadership, VISN, VA Central Office and the Northeast Program Evaluation Center {NEPEC). Creates and manages various tables, spreadsheets, queries, and reports for use in reporting statistical data to higher levels of management including facility, VISN and National levels. The OMH PSA interacts with stakeholders on a regular basis representing the MHCL. Incumbent must be able to respond to inquiries in a polite manner by utilizing problem solving and time management skills. Coordinates scheduling of personnel including clinical and administrative meeting appointments, lectures, vacations, and other calendar items. OMH PSA Collects and organizes sensitive information to use in writing response to control correspondence, congressional, and reports of contact. Controlled correspondence and congressional are prepared in final format for signature by the Medical Center Director. Perform other duties as assigned. Work Schedule: 7:00am - 3:30pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD70935O 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, 12/27/2024. 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-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: 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: Applicants must have one (1) year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Specialized experience is defined as planning for future staffing and personnel needs of an organization, maintaining and updating forms and documentation, writing memorandums, letters and other written communication for an organization, assisting with budgetary tasks, scheduling clinical and administrative meeting appointments and other calendar items, data collection and data entry, having knowledge of medical terminology and medical records, experience with Microsoft Office products to produce various reports. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service 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. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work. 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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Matthew Kale
• Phone: 828-318-7817
• Email: [email protected]