Summary
This position is located in the Physical Medicine and Rehabilitation Service, Boise VA Medical Center, Boise, Idaho. The Program Support Assistant performs complex administrative duties relevant to program functionality, development, evaluation and data system management in indirect support of the Chief of Physical Medicine and Rehabilitation Service (PM&RS). The incumbent is accountable to the Director of Clinical Operations in support of the Chief of PM&R and service managers / leads.
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
- Responsible for developing, monitoring and sustaining new and existing programs and their administrative functioning.
- Perform as primary sole point of contact with supportive duties relevant to program management and direct program analysis support.
- Maintain clinic grid schedules, cancellations and creation of new clinics.
- Ensure accuracy of clinics profiles and ensure timely submission.
- Verifies that appointment cancellations and no-shows are properly documented to maintain the accuracy of clinic utilization and clinic access statistical reporting.
- Types, reviews, and edits outgoing correspondence prepared for grammatical accuracy, appearance, content, and conformance with regulations and correspondence policy as required.
- Ability to work independently, using sound judgment and decision-making skills to determine processes, gather needed information and prioritize tasks.
- Assigned work is completed accurately, timely and presented in a logical format.
- Applies comprehensive knowledge and skills in the use of computer programs.
- Proficient in the use of office equipment such as fax machine, copiers and printers.
- Other computer functions include drafting correspondence and maintaining patient records within the electronic health record.
- Assists with the creation of service level competency training plans for the clinical staff.
- Assists staff for training needs and/or requests and coordinates training courses.
- Serves as the TMS administrator for employees.
- Serves as the Records Liaison and maintains personnel records.
- Serves as the primary timekeeper for employees.
- Records meeting minutes.
- Maintain recertification and schedule for service level Standard Operating Procedures (SOP's) and Policies.
- Assist in employee HR onboarding and clearance process.
- Serves as fund control point clerk for purchasing of items and equipment.
- Supports PM&R Compensated Work Therapy Program (CWT) supervisors and employees.
- Serves as an assistant patient advocate in there absence.
- Other duties as assigned.
- Manage a wide variety of clinical program administrative elements.
- Responsible for all service performance monitoring to include electronic health record note and encounter completion and compliance, clinic utilization, clinical access, no-show and cancellation rates, access, and consult management.
- Analyze workload projection, organizational processes, clinical workload management and labor mapping.
- Assist in developing database tracking mechanisms, data extraction and synthesizing and preparing reoccurring and non-reoccurring statistical reports.
- Analyze data in identifying process improvements.
- Assist in collecting data for performance data.
- Protect and keep secure electronic data and files containing sensitive information.
- Assist with clinic outcome measure data.
- Receives, reviews and sends all incoming and outgoing mail.
- Distributes all mail items to the appropriate office/staff.
- Maintains office supplies and serves as the primary point of contact for ordering offices supplies, specialty items and maintain proper level of items.
- Submits and ensures timely completion for all electronic work orders.
- Assists with ordering and excessing outdated, worn or unusable equipment used for direct patient care .
Work Schedule: Monday - Friday 7:30am-4:00pm
Position Description Title/PD#: Program Support Assistant/PD60618A and PD60620A
Physical Requirements: In an 8-hour day the majority if time will be spent sitting, walking, standing, carrying, etc.
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.
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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
Qualifications
To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement.
GS-5 Requirements
- Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 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 in planning, monitoring and developing new and existing programs, policies, and their administrative functions; Knowledge in ensuring that administrative processes are initiated, monitored, and completed timely and accurately in compliance with applicable directives, policies, and procedures.; Knowledge of maintaining timecard information on a recurring timeframe with payroll, posts timecard entries, ensures accurate and proper tour posting, verifies leave usage, transmits time and attendance documents to appropriate contacts; Knowledge of various specialized databases, cloud based contracted software and systems to record, report, monitor and carry out administrative support operations; Knowledgeable of protecting printed/electronic files containing sensitive data and unauthorized release, loss, alteration, or deletion; and knowledgeable on taking meeting minute notes on various committees, site visits and morning huddles. NOTE: Experience must be fully documented on your resume and must include job title, GS level (if a federal position), duties, month & year starting and ending dates AND hours worked per week. OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed 4 years above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.
GS-6 Requirements
- Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 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 in planning, monitoring and developing new and existing programs, policies, and their administrative functions; Knowledge in ensuring that administrative processes are initiated, monitored, and completed timely and accurately in compliance with applicable directives, policies, and procedures.; Knowledge of maintaining timecard information on a recurring timeframe with payroll, posts timecard entries, ensures accurate and proper tour posting, verifies leave usage, transmits time and attendance documents to appropriate contacts; Knowledge of various specialized databases, cloud based contracted software and systems to record, report, monitor and carry out administrative support operations; Knowledge of preparing correspondence, i.e., reports, emails, letters, etc., related to overall program mission; Knowledgeable in ordering and keeping appropriate inventory of offices supplies and specialty items; Knowledgeable of protecting printed/electronic files containing sensitive data and unauthorized release, loss, alteration, or deletion; and knowledgeable on taking meeting minute notes on various committees, site visits and morning huddles. NOTE: Experience must be fully documented on your resume and must include job title, GS level (if a federal position), duties, month & year starting and ending dates AND hours worked per week.
You will be rated on the following Competencies for this position:
- Clerical
- Communications
- Computer Skills
- Manages 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.
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.
***There is no educational substitution for the GS-06 level.***
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.
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.
Resume Reminder: Your resume must include the following information for each job listed:
- Job title and 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
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. The experience stated in your resume must support your assessment responses.
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, please list the duties you performed under each individual job title. 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.
Required Documents
Documents Accepted:
- Cover Letter
- Other (1)
- Performance Appraisal
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
Documents Required:
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 07/11/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12455793.
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.
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.
|