Clarification from the agency

Open to current, permanent Veterans Health Administration (VHA) employees and CTAP eligibles.

This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Program Applications Specialist, GS-0301-09 Target 11, vacancy with Business Office Service at the Louisville, KY VA Medical Center.

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.

Knowledge can be gained and expanded on during the initial GS-9 period but will be expected to be fully gained prior to recommendation to GS-11.

The Program Applications Specialist (PAS) serves as the integrator that coordinates the business process and software functions. The PAS provides continuous business oversight for a variety of software programs integral to the overall administration and operations of the business and effects programmatic changes at the facility level. The PAS coordinates ongoing data collection and analysis and uses knowledge of System Redesign principles to determine organization performance. The PAS conducts business process modeling, projects and studies that will impact on the overall functions of the services in such areas as, policy development and implementation, work methodology, processes, streamlining, etc.

Major duties include but are not limited to:

• Skill with MUMPS/File Manager Applications Sufficient to Develop and Create Data Extract Templates, Rules, and Printouts.
• Oversees the coordination, planning, implementation, and training for service and facility staff in business and functional areas for various information technology VISTA packages.
• Serves as the functional "expert" for matters relating to the Patient Information Management System (PIMS) core package.
• Plans initiatives for hardware and software needs for the service.
• Assesses individual needs to determine appropriate level of menu access for staff, Regional Office employees, and employees from VISN VA facilities.
• Identifies system inefficiencies and develops studies or data collection techniques related to specific identified problems.
• Coordinates ongoing data collection and analysis and uses knowledge of System Redesign principles to determine organization performance.
• Conducts business process modeling, projects and studies that will impact on the overall functions of the services in such areas as, policy development and implementation, work methodology, processes, streamlining, etc.
• Performs a continuing evaluation and analysis to assess program effectiveness and to identify areas requiring management attention.
• Analyzes utilization trend data on a monthly/quarterly basis to verify the accuracy of the data, identify problem areas, provide objective assessments, prioritize identified problems, analyze variances, and recommend appropriate actions and/or alternatives.
• Establishes administrative qualitative standards; the objective of which is intended to improve programs, facilities, and operations. The incumbent develops and implements standards that affect the service.
• Develops initiatives which will enable the facility to provide quality health care to its population while operating in a more effective and efficient manner.
• Designs and develops dissemination and training materials, local standard operating procedure manuals, develops and utilizes monitoring tools, and provides for the implementation of BO programs through on-site education and training.
• Recommends and implements amendment of business office programs where necessary.
• Communicate in a clear, logical, and concise to explanation of information, both orally and in written format.
• Preforms the coordination, planning, implementation, and training for service and facility staff in business and functional areas for various information technology VISTA packages.
• Develops and presents both formal lectures and on-the-job sessions to those employees who will be entering, changing, and extracting data.
• Designs and develops dissemination and training materials, local standard operating procedure manuals, develops and utilizes monitoring tools, and provides for the implementation of BO programs through on-site education and training.
• Other duties as assigned.

Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m.
Telework: Adhoc
Virtual: This is not a virtual position.
Position Description/PD#: Program Applications Specialist/PD05324A and PD403700
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

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. For a GS-11 position you must have served 52 weeks at the GS-09. 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.

The full performance level of this position is GS-11. The incumbent may be noncompetitively promoted to the next level when all the requirements are satisfied, including satisfactory performance, qualifications requirements, and the continued availability of duties at the higher grade.

You may qualify for the GS-09 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 health care systems and delivery systems, management principles, practices, methods and techniques, and skill in integrating management services with general management of the organization is needed.
  • Applies knowledge and abilities to analyze, evaluate and make recommendations on major aspects of all assigned VISTA and commercial off the shelf computer packages. Incumbent works with OI&T to troubleshooting computer packages, which require developing specifications and business process models.
  • Ability to retrieve, track and trend information for analysis and reporting. Management analysis techniques and methods are needed to develop and refine information for comprehensive reports, addressing elements such as cost analysis, work measurement, trend analysis, efficiency, effectiveness, productivity, and assess the success or failure in attaining program goals/objectives.
  • Knowledge of the service software is required to train employees, identify inconsistencies, discuss with management the capabilities of software feasibility toward meeting objectives, validate new programs/options, recommend changes in existing programs and modify programs to meet future needs. A comprehensive knowledge of software programs of other services (i.e. Radiology, Dietetics, Health Summary, OE/RR, CPRS, Laboratory and Pharmacy) is needed due to the interrelation of the VISTA programs to train staff.
  • Knowledge of, and skill in applying user acceptance testing principles, methods, and approaches sufficient to test, debug and maintain software applications that meet functional requirements. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a related Master degree or 2 full years of progressively higher level graduate education leading to such a degree (TRANSCRIPTS REQURIED). OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and related graduate level education (TRANSCRIPTS REQUIRED).

You may qualify for the GS-11 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-09 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 health care systems and delivery systems, management principles, practices, methods and techniques, and skill in integrating management services with general management of the organization is needed.
  • Applies knowledge and abilities to analyze, evaluate and make recommendations on major aspects of all assigned VISTA and commercial off the shelf computer packages. Incumbent works with OI&T to troubleshooting computer packages, which require developing specifications and business process models.
  • Ability to retrieve, track and trend information for analysis and reporting. Management analysis techniques and methods are needed to develop and refine information for comprehensive reports, addressing elements such as cost analysis, work measurement, trend analysis, efficiency, effectiveness, productivity, and assess the success or failure in attaining program goals/objectives.
  • Knowledge of the service software is required to train employees, identify inconsistencies, discuss with management the capabilities of software feasibility toward meeting objectives, validate new programs/options, recommend changes in existing programs and modify programs to meet future needs. A comprehensive knowledge of software programs of other services (i.e. Radiology, Dietetics, Health Summary, OE/RR, CPRS, Laboratory and Pharmacy) is needed due to the interrelation of the VISTA programs to train staff.
  • Knowledge of, and skill in applying user acceptance testing principles, methods, and approaches sufficient to test, debug and maintain software applications that meet functional requirements
  • Possess an expert degree of knowledge of Patient Information Management System (PIMS) software to create entry transactions on simple data needs and provide reports about any of the clinical or administrative data elements contained in the PIMS package. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a related Ph. D. or equivalent doctoral degree or three full years of progressively higher level graduate education leading to such a degree (TRANSCRIPTS REQUIRED). 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 the first two years of graduate level education (TRANSCRIPTS REQUIRED).

You will be rated on the following Competencies for this position:

• Organizational Performance Analysis
• Performance Measurement
• Planning and Evaluating
• Problem Solving
• Teaching Others

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations. 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.

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/.

How you will be evaluated

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

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Performance Appraisal
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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