Duties
Candidates will be reviewed for minimum qualifications as outlined in the qualifications section of this announcement and referred to the Loma Linda VA Health Care System Interview panel no later than 60 DAYS OF THE VACANCY CLOSURE.
Selected candidates should plan to report to Loma Linda VA Health Care System for fingerprinting and a physical evaluation. In addition, you will be contacted by various entities within Human Resources to begin all pre-employment processes and must satisfy all condition of employment before a firm offer of employment is made.
Duties include, but are not limited to:
Administrative 50%
Serves as BHS purchase card holder as well as the Special Purpose Funding (SPF) that come in through lag dollars. This includes purchase on Government Credit cards, 1358 and the preliminary set up of contracts. Orders, purchases, and maintains supplies, forms, and other materials required to support administrative duties and patient care. Assists in acquisition, development, and preparation of program resource materials and personnel folders.
Serves as a PIV sponsor and timekeeper for assigned programs. Manages payroll for the Compensated Work Therapy (CWT) program and ensures payroll is completed on time within all directives and guidelines. Compiles and/or prepares reports and/or information for reports as directed. Prepares a variety of materials or reports in appropriate format using VISTA/personal computers to enter data as designated and/or prepare reports. Also is able to extract and enter data from other VA databases.
Answers phone for service, redirect callers to appropriate end users, and maintains professionalism. Prepares and enters electronic work orders, and tracks and assures work orders are completed and covers for other administrative staff and/or administrative duties as needed for service.
Incumbent will manage an inventory of devices and ensure that veterans' devices are ordered and received in a timely way. Works with CPRS, VISTA, and other VA systems to accomplish relevant patient and administrative tasks as it relates to Patient Center Management Module (PCMM). Performs office automation duties using such software applications as electronic mail, calendar, spreadsheet, database and/or graphics. Thus, incumbent must be proficient in Microsoft Word, Excel, Access, and Outlook.
Data Collection & Tracking Support 50%
Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of the data and generates variety ofreports. Evaluates documents, e.g., inter-facility consults, doctor's reports, assessments, and evaluations, and other data collection forms.
Completes special data management and outcomes projects in support of the activities of the organization. Assembles and summarize data, background information, and other materials from a wide variety of sources. Serves as the facility's Programmatic Point of Contact for VISN and VACO.
Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated tracking system of program specific data to track suspense's on items such as patient scheduling, patient flow, staff workload capture, program development milestones, progress reports, expenditure, compliance strategies, etc. Administer patient/family satisfaction surveys and write reports on the program for the VA Loma Linda Healthcare System, VISN22 and V ACO. Incumbent will respond to requests from V ACO for data on the program and report financial expenditures quarterly to that office. Performs other related duties as assigned.
Work Schedule: 8am - 4:30pm, Monday - Friday, (Subject to change based upon the needs of the agency.)
Compressed/Flexible: Not Available
Telework: VA 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. As determined by the agency policy.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PDPD 14066-A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- License
- Resume
- SF-50/ Notification of Personnel Action
Resume Requirement: Your resume
must be detailed include the following information: Job title, description of duties, beginning and ending date (month/year) of employment; and average hours worked per week.
SF-50 Notification of Personnel Action: You must submit a copy of your most recent SF-50 (2024 preferred) to determine your eligibility/area of consideration.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this
checklist to 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.
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- License
- COVID-19 VACCINATION RECORD CARD - CENTER FOR DISEASE CONTROL (CDC)
- Resume
- Separation Notice (RIF)
- SF-15
- 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.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
Documentation is required to award preference. For more information on Veterans' Preference, please visit
Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/10/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12612168.
- To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- 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 USA JOBS account,
https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application 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 USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
The
Interagency Career Transition Assistance Plan (ICTAP) and
Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be
well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at
http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications 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. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and 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.