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Veterans Health Administration is Hiring a Program Support Assistant (OA) Near Lexington, KY

Qualifications:

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

01/18/2024.

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.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience as described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Specialized experience is defined as experience operating a variety of technical equipment, i.e., PC in a Windows environment, calculator, copier, fax and other related computer applications; prepare correspondence and reports ensuring correct grammar, spelling punctuation and in correct format; accurate record keeping and maintain a calendar of required reports and ensure proper completion.

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

• Customer Service (Clerical/Technical)
• Database Administration
• Information Management

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: The work is mostly sedentary but requires walking, standing, bending and carrying light items such as books, papers, office supplies, and Telehealth equipment. Nos special physical demands are required to perform the work. The incumbent must be flexible in adjusting to constant changes in the workload.

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/.

Responsibilities:

Duties may include, but are not limited to the following:

• Analyzing program specific reports from various databases; software applications to draw information from a wide variety of sources including the VSSC; tracking statistical information in support of program operations; preparing VISN wide reports: designing detailed charts and graphs; and conducting special management studies requiring written presentations of finding, recommendations, forecasts, and justification; access status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures.
• Identifies issues, problems, or conditions and seeking alternative solutions based on evaluation of the intent of applicable rules, regulations, and procedures.
• Tracks and trends issues related to program effectiveness and role implementation as defined by national protocols.
• Provides direct assistance to the staff to include being responsible for helping to assure that all staff members are aware of current clinic titles, notes, coding, and other operational documentation.
• Utilizes statistical data to compile a monthly workload report(s) for all program staff.
• Participates in performance improvement activities related to the program quality improvement process.
• Performs various clerical duties in support of the program.
• Performs timekeeping duties, acts as TMS administrator, updates SharePoint, interview setup with VANTS line, answers phone(s), secure messaging and voicemail; provides mailing services to include a variety of letters, fliers, enrollment/discharge information, email/faxing, copying and inter-office supplies, enters work orders, compiles enrollment folders, responds to Veterans calls regarding general inquiries.
• Supports assigned committees or councils by completing, distributing and posting minutes and agendas.
• Maintains calendar and assist the Nurse Manager with all administrative functions.
• The incumbent will interface and be considered as an expert on a variety of computer software programs such as Microsoft Word, Excel, Skype, PowerPoint, Access and will be highly proficient in the use of VISTA, CPRS for purposes of preparing reports, documentation, data tracking, record keeping, and assisting patients and staff.
• Performs word processing, file management , Excel spreadsheets and uses communication tools such as MS Outlook.
• Incumbent will perform Non-Responder (NR); maintain and update Patient, Consult and NR Databases and assists in planning, reviewing, and reporting of data/statistical results of program studies.
• Accurately calls and processes NR information, documents and reports in accordance with established procedures to include fliers and letters and provide updates to various databases.
• Performs/Runs monthly reports.
• Acts as consultant to program team members with regards to administrative matters.
• Performs maintenance on databases, independently resolves technical equipment problems/issues with patients, caregivers, and vendors.
• Communicates problems/issues with staff, Nurse Lead, and Nurse Manager.
• Learns to use equipment from a variety of vendors as program expands.
• Plan, implement, carry out, and advise on various activities relative to quality management/improvement.
• Analyze and solve problems in a positive, goal oriented manner to provide clear, well-defined recommendations to resolve all or most of the unusual situations without supervisory referral through a variety of interpersonal skills and program knowledge.
• Input and data retrieval as required.
• Demonstrates the ability to fully communicate in a positive professional manner verbally and in writing with a variety of people from different backgrounds and different levels of understanding. This may include clerical, technical, administrative and professional (medical and non-medical) people at all levels.
• Incumbent functions under the immediate supervision of the Program manager (Nurse Manager) and under the general directions of the nurse lead

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.
Work Schedule: Full Time
Telework: This position is not eligible for Telework.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD303730
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Job Summary