Administrative Support Assistant Job in Portland, OR

Vacancy No. CBSV-12649026-25-MW Department Veterans Health Administration
Salary $52,734.00 to $68,566.00 Grade 7 to 7
Perm/Temp Permanent FT/PT Full-time
Open Date 12/23/2024 Close Date 12/31/2024
Job Link Apply Online Who may apply Public
Locations:
Portland, OR


Summary

The incumbent reports to the Administrative Officer in the Primary Care Division (PCD) and provides administrative support at the VA Portland Healthcare System. The incumbent acts as the primary timekeeper and supports the timely processing of data requests in the Primary Care Management Module (PCMM) Systems.

This job is open to

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties

Major duties include but is not limited to:

  • Serves as the primary timekeeper for the Primary Care Division
  • Responsible for the accurate and timely completion of timecards
  • Responsible for identifying and reporting pay concerns as they relate to timekeeping
  • Monitors the status of employees on Leave Without Pay (LWOP) or Continuation of Pay (COP) to ensure timely completion of memos and personal actions
  • Enters Primary Care information into PCMM system, enrolls patients in the Primary Care Teams and assigns patients to the appropriate providers
  • Monitors and tracks the Electronic Wait List (EWL) and grid panels for Primary Care
  • Provides assistance and technical level support from within the Primary Care Service or a comparable setting
  • Performs work in support of general management and/or program analysis functions in which knowledge of the purpose, operation, methodology and techniques characteristic of specific management/program analysis functions is required
  • Monitors alerts in PCMM and address requests for changes to teams and provider panels
  • Maintains accurate enrollment data and identify and correct discrepancies in the data base
  • Uses many forms of communication to monitor and maintain data as well as many forms of tracking database changes
  • Assists with generating reports such as panel sizes activity team assignments, panel size capacity workload and resource utilization, creates templates for report generation, generates reports on a daily, monthly and quarterly as needed and other reports
  • Assists with or provide training, implementation, monitoring and evaluation of all administrative procedures related to PCMM operations
  • Ensures maximum efficiency of the Primary Care clinic operations through appropriate utilization of resources
  • Performs work in direct support of an administrative areas such as management analysis operating program analysis for the Primary Car Management Module package
  • Performs work supporting the study or organizations including work related to surveys conducted to assess organizational performance
  • Performs administrative work, developing routing plans or schedules using standard reference and existing information
  • Provides Fund Control Point clerk duties and fiscal tracking of overtime for the Division
  • Assists and updates office documentation, standard operating procedures and related materials
  • Arranges for agendas, minutes and follow-up support for meetings and committees
  • Assists in the processing of travel and tuition reimbursement paperwork
  • Coordinates the PCD directors' schedules or day-to-day plans in the absence of the Division Secretary
  • Assists with information management utilizing computer equipment and a wide range of software in the development and production of projects and products. Integrates word processing, spreadsheets, tables, graphics and PowerPoint presentations as necessary by assessing the project and applying the appropriate application and formats
  • Works on special project and prepares special and recurring reports as directed
  • Other duties may be assigned that are consistent with the support role.

Work Schedule: Monday - Friday 7:00 am to 5:30 pm (8 hour tour within that time frame- specific time to be determined during interview)
Position Description Title/PD#: Administrative Support Assistant/PD21695-0
Telework: Telework may be considered for highly qualified candidates and will be discussed during the interview
Physical Requirements: The work requires no special physical demands. It may involve some walking, standing, bending or carrying of light items.

Requirements

Conditions of Employment

  • You must be a U.S. citizen to apply for this job
  • Subject to a background/suitability investigation
  • May serve a probationary period
  • Selective Service Registration is required for males born after 12/31/1959
  • A complete application package; Resume, Transcripts, etc.
  • Selected applicants will be required to complete an online onboarding process
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-07 grade level: One year of specialized experience (equivalent to the GS06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Ensuring timely completion and accuracy of timecards, maintaining accurate data and identifying and correcting discrepancies in databases; generating and disseminating reports, assisting and updating office documents, standard operating procedures and other office program related materials; utilizing computer equipment and a wide range of software programs.

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.

Education

There is no educational substitution for the GS-07 level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

A 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.

Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.


This job opportunity announcement may be used to fill additional vacancies.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Resume Reminder - Your resume must include the following information for each job listed:
Job title
Duties (be as detailed as possible)
Month & year start/end dates (e.g. June 2007 to April 2008)
Full-time or part-time status (include hours worked per week)
Salary/Rank etc.
Series and Grade, if applicable, for all Federal positions you have held
References, current or recent supervisor

Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications to ensure you receive appropriate consideration. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.


IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Required Documents

Documents Accepted:

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (VA)
  • Other (1)
  • Performance Appraisal
  • Professional Certification
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript

Documents Required:
  • Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/31/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12649026.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Agency contact information

Merlinda Winbush
Address
VA Portland Health Care System
3710 Southwest US Veterans Hospital Road
Portland, OR 97239
US
Learn more about this agency

Next steps

After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


© 2006-2024, exclusive of U. S. government job opportunity announcements