This position is located within the Mental Health Care Line (MHCL) of the VA Tennessee Valley Healthcare System (TVHS). This position includes a broad range of clerical and administrative responsibilities. Its primary purpose is to provide administrative and clerical support to a multi-disciplinary team in support of the mission of TVHS, VISN wide and nationally.

Duties

The Program Support Assistant serves as a clerical and administrative staff member, providing assistance to the Section Chief or designee, MHCL, as well as the clinical staff within the section. The incumbent assists in maintaining VHA, VISN, and Medical Center directives, receiving mail and other communication and making independent routing decisions. Produces a variety of correspondence from hand-written drafts including letters and reports at or above established expectations of the Section Chief or designee. He or she edits correspondence for accuracy and completeness utilizing mastery of the English language, proper format, regulations governing release of information and other pertinent regulations. The incumbent must have broad working computer knowledge and skills: 1) Uses MS Word or comparable word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers, inserting and deleting text; formatting letters, reports and memoranda, and transmitting and receiving email; 2) Uses MS Excel or other comparable spreadsheet software to develop and change spreadsheets in order to graphically display data; 3) Uses MS Outlook to communicate with administrative and professional staff within TVHS; 4) Uses the Veterans Health Information & Technology Architecture (VISTA) and Computerized Patient Record System (CPRS) to access information related to patient care. Responsible for inputting Fund Control Point requests in an accurate and timely manner working closely with the Program Specialist and AO. He or she maintains an appropriate level of office supplies and other expendable supplies. Initiates submission of VA Work Requests for needed repairs or equipment and services needed. Assists in maintaining the inventory of all equipment on the Equipment Inventory List (EIL), assisting in preparing annual reports to verify that the equipment is accounted for, is in good repair or determining need for turn-in or replacement. All reporting is sent to Program Specialist for compilation and reporting purposes. Submit personnel action forms via Web HR or other program for appointments, terminations, resignations, transfers; obtaining approval signatures; and coordinating transactions with Human Resources as requested. All personal actions are completed and in accordance with VHA, Department of Veterans Affairs regulations, TVHS policies and Joint Commission standards. Handles routine administrative questions independently while referring clinical questions to the proper clinical staff. Responsible for retrieving data (DSS, VSSC, etc.) and format to an acceptable manner per the Section Chief or designee. Incumbent has basic understanding of the consult tracking process and required guidelines utilizing CPRS, promptly receives, logs and with the direction of the Section Chief or designee assigns the patient consultation request to the appropriate provider to ensure patients can be scheduled within the time limits of VA mandated guidelines. Serves as liaison to coordinate arrangements for appointments, meetings and conferences. Based on substantive knowledge of program areas, develops agendas, ensures that briefing materials are provided and notifies other attendees as necessary. Serve as a timekeeper (primary/backup) for assigned MHCL T&L as needed. He or she is responsible for maintaining and understanding of up-to-date VA policy manual on time and attendance and disseminates any new changes to the regulations for MHCL. Receives, screens and directs VA patients, visitors and phone calls from people of all levels for the MHCL. Personally provides information about the office and its functions according to established policies and standard operating procedures, as well as administrative information. Incumbent has the ability to assist the TMS Coordinator in maintaining education information for MHCL staff. He or she may be required to pull mandatory education requirements, send reminders to staff, and assist in tracking staff education. Incumbent requires a working knowledge, to determine need, organize and ensure maintenance of MHCL's office files, manuals and locally distributed published memoranda. Incumbent maintains accurate office filing system per MHCL standard. Practices security of confidential information stored physically and electronically and has regular access to printed and electronic files containing sensitive information, which must be protected under the provisions of the Privacy Act of 1974, and other applicable laws and regulations. Work Schedule: 7:00am - 3:30pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD70053A 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, 01/08/2025. 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. 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 as described below: Specialized Experience: Applicant must possess one (1) full year of specialized experience equivalent to at least the GS-05 grade level in the Federal Service. Specialized experience is defined as use of software (word processing, spreadsheets, databases, etc.) to accomplish tasks; producing and editing a variety of correspondence including letters and reports; using Microsoft Office or comparable software to execute retrieving and storing electronic documents and files; organizing and prioritizing duties and responsibilities in a timely manner; proficient use of office machines to include, computer, photocopier, scanner, fax machine, and telephone; coordinating arrangements for appointments, meetings, and conferences. Skill Requirement: In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. 40 words per minute typing speed You will be rated on the following Competencies for this position: ClericalComputer SkillsControl of FundsCustomer 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: Work is a combination of sedentary, with some walking, standing, bending and carrying of light items, such as papers and books. 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.

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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Matthew Kale
• Phone: 828-318-7817
• Email: [email protected]