What are the responsibilities and job description for the Program Support Assistant position at Thomas E Creek VA Medical Center?
The position serves as the Program Support Assistant for the Amarillo Specialty Care Service and serves under the direct supervision of the Administrative Officer. This position provides a wide range of administrative management duties. The position independently plans and carries out assignments vital to Specialty Care Service operations and management of personnel. The incumbent will receive assignments and instructions and is expected to complete work which will be assessed by leadership.
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:
Acts as Specialty Care Service Timekeeper, which includes maintaining all timecards for Specialty Care on a daily basis. This requires specialized knowledge of timekeeping rules and regulations regarding physician timekeeping for full time, part time, intermittent, and Fee Basis providers and keeping correct records for management of all employees' payroll information. Incumbent is responsible for intake, review, and reconciliation of Fee Basis invoices received from providers. Incumbent is responsible for compilation, maintenance, and renewal of Minimum Service Level Expectation agreements for part-time, intermittent physicians which includes review and oversight of physician subsidiary timecards. Completes all audits necessary from Fiscal Service. He/she will abide by the timekeeping rules and regulations set forth by the VA Healthcare System Payroll Office, DFAS, FSC and reports discrepancies to the supervisor.
The incumbent is responsible for the following: independently managing the calendars for the Emergency Department, Inpatient Hospitalist, Medical Officers of the Day, and call block roster for TTUHSC Internal Medicine residents; creating and editing clinic profiles as needed with the Clinic Profile Team; routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail; performing a variety of Word processing assignments, maintaining a suspense file of all correspondence and action items. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters and updates pertinent information into established systems and distributes to relevant stakeholders timely. Maintains automated system of program specific data to track suspenses on such items as progress reports, compliance, etc.
In conjunction with Specialty Care administration, incumbent as instruct creates and maintains all internal policies, procedures, standards of practice (SOP) as well as Medical Center policies and protocols that affect Specialty Care Service in providing care to patients and other customers. This includes initiating new policies as well as updating established policies, in a timely manner. Incumbent is responsible for performing electronic file maintenance work including updating and maintaining computer files and inventory; making backup copies; establishing and maintaining a uniform identification and archive library system; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks.
Serves as the Talent Management System (TMS) Administrator for Service staff. Processes all validation requests. Runs appropriate TMS reports to ensure all mandatory training is completed in a timely manner and informs appropriate supervisory staff of any deficiencies.
Acts as Personal Identification Verification (PIV) sponsor for Specialty Care Service staff, as well as Internal Medicine students and residents from Texas Tech University Health Sciences Center, in acquiring physical access to the Medical Center. This involves completing necessary paperwork and obtaining correct identification of each person escorted to Police Service for fingerprinting, automobile registration, etc. Incumbent will monitor and track trainee's and employee's expiration dates for all PIV badges and will assist same in acquiring updated badges and re-establishing access if needed.
Acts as a liaison between clinic, and OI&T Service as it pertains to Service specific information and systems. Serves as a primary ADPAC with processing Electronic Permission Access System (EPAS) requests for employees within the Service, as well as YourIT requests; will also provide back-up support to other team members under Ambulatory Care Services as needed. Completes quarterly and/or 180-day reviews of Sub-Specialty Medicine employees to ensure VISTA keys are correct and appropriate for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings.
Other duties as assigned.
Work Schedule: Monday - Friday, 08:00am - 04:30pm
Position Description/PD#: Program Support Assistant/PD012420
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Qualifications:
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/22/2026.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-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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.
Responsibilities:
Performs work related to the practical and technical aspects of office administration including issues related to personnel administration, student and residency program administration and support, data processing, project tracking, file management and preparation of correspondence and daily work activities. Work requires an in-depth understanding of the mission and how the functional areas interrelate along with a broad understanding and procedural knowledge of personnel and information processing so that the employee can perform duties and advise on how to apply processing procedures.Acts as Specialty Care Service Timekeeper, which includes maintaining all timecards for Specialty Care on a daily basis. This requires specialized knowledge of timekeeping rules and regulations regarding physician timekeeping for full time, part time, intermittent, and Fee Basis providers and keeping correct records for management of all employees' payroll information. Incumbent is responsible for intake, review, and reconciliation of Fee Basis invoices received from providers. Incumbent is responsible for compilation, maintenance, and renewal of Minimum Service Level Expectation agreements for part-time, intermittent physicians which includes review and oversight of physician subsidiary timecards. Completes all audits necessary from Fiscal Service. He/she will abide by the timekeeping rules and regulations set forth by the VA Healthcare System Payroll Office, DFAS, FSC and reports discrepancies to the supervisor.
The incumbent is responsible for the following: independently managing the calendars for the Emergency Department, Inpatient Hospitalist, Medical Officers of the Day, and call block roster for TTUHSC Internal Medicine residents; creating and editing clinic profiles as needed with the Clinic Profile Team; routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail; performing a variety of Word processing assignments, maintaining a suspense file of all correspondence and action items. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters and updates pertinent information into established systems and distributes to relevant stakeholders timely. Maintains automated system of program specific data to track suspenses on such items as progress reports, compliance, etc.
In conjunction with Specialty Care administration, incumbent as instruct creates and maintains all internal policies, procedures, standards of practice (SOP) as well as Medical Center policies and protocols that affect Specialty Care Service in providing care to patients and other customers. This includes initiating new policies as well as updating established policies, in a timely manner. Incumbent is responsible for performing electronic file maintenance work including updating and maintaining computer files and inventory; making backup copies; establishing and maintaining a uniform identification and archive library system; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks.
Serves as the Talent Management System (TMS) Administrator for Service staff. Processes all validation requests. Runs appropriate TMS reports to ensure all mandatory training is completed in a timely manner and informs appropriate supervisory staff of any deficiencies.
Acts as Personal Identification Verification (PIV) sponsor for Specialty Care Service staff, as well as Internal Medicine students and residents from Texas Tech University Health Sciences Center, in acquiring physical access to the Medical Center. This involves completing necessary paperwork and obtaining correct identification of each person escorted to Police Service for fingerprinting, automobile registration, etc. Incumbent will monitor and track trainee's and employee's expiration dates for all PIV badges and will assist same in acquiring updated badges and re-establishing access if needed.
Acts as a liaison between clinic, and OI&T Service as it pertains to Service specific information and systems. Serves as a primary ADPAC with processing Electronic Permission Access System (EPAS) requests for employees within the Service, as well as YourIT requests; will also provide back-up support to other team members under Ambulatory Care Services as needed. Completes quarterly and/or 180-day reviews of Sub-Specialty Medicine employees to ensure VISTA keys are correct and appropriate for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings.
Other duties as assigned.
Work Schedule: Monday - Friday, 08:00am - 04:30pm
Position Description/PD#: Program Support Assistant/PD012420
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Salary : $45,409