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Veterans Health Administration is Hiring a Program Support Assistant Near Syracuse, NY

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/26/2024.

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-06 position you must have served 52 weeks at the GS-05. 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-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: Comprehensive knowledge and understanding gained through education, training, and experience of the principles, concepts, theories, practices, and methodologies of administrative/office management and skills in applying this knowledge in carrying out difficult assignments for the programs as well as the rules, regulations, and guidelines pertaining to their daily duties. Ability to prioritize workload to meet deadlines. Knowledge of appropriate program-related VA regulations, directives, and Medical Center memoranda. Comprehensive and advanced level of knowledge regarding the rules, regulations and guidelines pertaining to their daily duties. Ability to prioritize workload to meet deadlines. Knowledge of appropriate program-related VA regulations, directives and Medical Center memoranda. In-depth knowledge of the capabilities, operating characteristics, functions, preferred office automation software (e.g. word processor, database management, spreadsheets, graphics and presentation, and electronic communications). In-depth knowledge of the program and personnel within the program as well as the MH ICC. Knowledge of, and skilled in, the use of these software applications to create formal documents, reports, charts, graphs, graphical presentations, spreadsheets, and forms in a wide variety of desired formats and styles to meet demand of assignments. Knowledge of the methods and procedures, mission requirements, program goals and objective, regulations, pertinent laws, policies and precedents that govern the administrative operations of the programs. Knowledge of grammar, spelling, punctuation, correspondence preparation and formats to reflect the preferred style and tone of the organization. Ensures compliance with established policies, practices, procedures and controls to prepare recurring administrative status reports, correspondence, and documents. Skills in applying data gathering methods to collect various types of administrative data. Uses current office technologies, including computers, fax machines, and telecommunication devices to complete work efficiently and effectively.

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

• Attention to Detail
• Communication
• Computer Skills
• Critical Thinking
• Financial 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 primarily sedentary and is performed by sitting, standing, bending, and stooping. The employee is required to obtain records from files, and carry files, manuals, and other light objects. Occasional travel is required to provide support at conferences, workgroups, programs or meetings.

Work Environment:
The work environment includes everyday risks or discomforts that require normal safety precautions typical of offices, meetings and training rooms. Travel may involve use of private and/or commercial conveyance.

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:

Administrative Support

Provides for the overall administrative support for the CSP. This may include interpreting administrative policies, assisting in developing local policies, defining administrative requirements, and/or providing advice to CSP Manager on related issues.

Provides substantial involvement with policy and action plans to ensure CSP follows VA Central Office (VACO), VISN, Joint Commission and other entities as appropriate. Interacts frequently with VA HCS management and personnel, VACO, VISN and community officials to keep abreast of program issues that may affect the organization.

Provides operational support to the CSP members and performs the full range of clerical, business, and administrative duties that ensure a complete package is submitted for PCAFC review process.

Handles numerous requests for information such as status of reports, suspense dates, etc. for matters requiring compliance and similar information on behalf of the CSP.

Establishes internal procedures to secure adequate control in terms of deadlines, progress reports and directives and uses own initiative in developing procedures which will increase the general flow of information, access to care and overcome bottlenecks in the administrative process.

Independently secures the required administrative and managerial support to meet the operating requirements.

Prepares, edits, and archives all official correspondence requiring signatures or approvals.

Reviews and updates all Standard Operating Procedures (SOP) related to CSP.

Ensures accurate, timely and consistent entry of information into appropriate database(s).

Maintains and tracks program national database and local census. The national database is a complex, nationally implemented, stand-alone computer program that is designed to monitor and manage local Caregiver Support Services throughout VA system.

Database related duties may include monitoring and maintaining profiles, oversight and correction of errors and changes. Upon request, he/she prepares reports using database, to collect, compile, analyze and present data regarding the integrity of the program.

Assists the team to ensure the secure transmission and receipt of documents needed to submit packages for eligibility, discharge, and appeal determinations for the PCAFC comply with VHA privacy rules.

Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, Federal regulations, VA statutes and policy, and VHA policy. Protects the data from unauthorized release or from loss, alteration, or unauthorized deletion. Follows applicable regulations and instructions regarding access to computerized files, the release of access codes, etc.

Customer Service

Primary responsibility for establishment, monitoring and maintenance of clinic profiles in caregiver support. He/she advises medical/administrative staff relative to creating new clinic profiles or making changes to established clinics.

Uses verbal and written skills to interact on a regular, reoccurring basis regarding resources, policies, documentation available or required for action regarding information of sensitive nature.

Uses independent judgement to properly route need of veterans and family members. This may include accesses urgent or crisis intervention staff, community resources or VA HCS resources.

Responsible for reviewing complex patient cases for access to care, eligibility, national program database and local census.

Acts as timekeeper for Caregiver Support Program and Social Work Service as needed, maintaining time and leave records as needed and directed by position supervisor.

Functions as an Automated Data Processing Application Coordinator (ADPAC) for CGSP staff. Provides a variety of user support assistance such as implementation and support of the services' automated management information systems including, but not limited to, VISTA and CPRS.

Uses and accesses the various VA and Service automated systems and software.

Manages and monitors IT and work order requests for CSP team as needed.

Special Duties

Collects personnel workload and fiscal reports as required by the program and as directed by supervisor.

Participates in training receive education, training and operations guidance as it pertains to the CSP and PSA role.

Attends briefings and meetings on behalf of CSP staff in absence of CSP Manager as needed.

Performs other duties and special projects as assigned by management in support of the CSP program and Social Work Service (SWS) general administrative duties as related to CSP.

Performs other duties assigned.

Work Schedule: M-F 7:30 am - 4:00 pm
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD20207A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Job Summary