Program Support Assistant (OA) - Veterans Affairs, Veterans Health Administration

Summary The incumbent serves as the Program Support Assistant (OA) for the Gainesville Compensation & Pension (C&P) and the VA Environmental Health (EH) programs. The Program Support Assistant directly supports staff in various operational and technical aspects through clerical and administrative support. Responsibilities Major duties include but are not limited to: Functions as the primary timekeeper for C&P/EH staff. Processes and tracks purchase orders for all office activities; maintains running inventories program and office supplies and equipment; orders equipment and supplies. Maintains the office filing systems; handles building and equipment maintenance issues, mail distribution, building access and key distribution. Manages clinic profiles and cancellations for provider leave. Verifies that all clinic encounters are properly closed at the end of each day. Serves as educator and assistant for computer-related applications for the staff. Manages Patient Advocate Tracking System-Replacement (PATS-R) cases. Keeps track of safety manuals for the clinic. Responsible for recording meeting minutes. Serves as the Information Manager (enters EPAS requests) for staff. Serves as the primary point of contact for information on military environmental exposures and the Environmental Health programs. Gathers and submits the performance ratings for C&P/EH staff at the end of the rating period. Advises staff of VA rules, regulations and procedures concerning administrative matters. Manages the Service's Sharepoint site and other directories where information is stored. Maintains confidentiality in communicating sensitive information and in handling confidential materials. Keeps track of C&P/EH examinations progress and collaborates with exam providers and other administrative staff to meet deadlines. Completes all paperwork, correspondence, reports, and forms pertaining to C&P/EH. Responsible for organizing activities for C&P/EH including staff travel arrangements for conferences and meetings, tracks staff educational training to assure mandatory training has been completed. Extracts and evaluates data from various databases, such as the VHA Support Service Center (VSSC), Airborne Hazards and Open Burn Pit Registry (AHOBPR), and the Veteran Information System and Technology Architecture (VISTA) databases in conjunction with various software programs to analyze and summarize raw data into useful information and various types of reports; provides recommendations and suggestions to improve program functions. Produces Power Point presentations for administrative meetings as required. Engages in face-to-face talks, phone calls, emails, health fairs, and correspondence with veterans, veteran's family members, veterans service organizations, public officials, and other stakeholders to provide detailed information on the different aspects of the Environmental Health programs and the Compensation & Pension process. Responsible for appraisal tracking/submittal, proficiencies tracking/submittal, cascade call list, key inventory, chemical inventory, PIV sponsor, PIV pin re-setter, reproduction requests, interior design requests, and IRM requests. Provides clinicians and other administrative staff with up-to-date information on all matters affecting the daily operation of the clinic and alerts them to any management-related problems. Demonstrates I CARE core values in daily interaction with veterans, veterans' families, program staff, and other services and providers. Maintains all Veterans Health Administration (VHA) required trainings in good standing. Tracks financial, personnel, supply and other administrative transactions in both electronic and paper form. Identifies and recommends ways to eliminate, combine, simplify, and improve procedures and processes. Performs other related duties as assigned. Work Schedule: Monday- Friday 7:30am to 4:00pm 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. Position Description/PD#: Program Support Assistant (OA)/PD060150 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation 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 by the closing date of this announcement, 11/13/2024. 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-07 position you must have served 52 weeks at the GS-06. 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. Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. You may qualify based on your experience as described below: Typing Requirement: This position has a typing requirement of 40 words per minute. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Specialized experience: Examples of specialized experience would typically include, but are not limited to: Experience in supply management, purchasing, personnel administration, and file management. Acting as a liaison or handles the communication with person and/or groups within and outside of an organization or office. Coordinating travel arrangements for conferences and meetings, tracks staff educational training. Maintaining databases and utilizing various software programs i.e. Microsoft applications, SharePoint, VISTA and CPRS. Providing orientation and training to staff members. **This experience must be detailed in your resume to receive credit. NOTE: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the competencies located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Customer Service 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 requires some physical exertion such as periods of walking, standing, or sitting within the assigned clinic areas. Some bending, climbing of stairs and lifting of medical records or forms/supplies is required. Due to the volume and variety of clinical staff contacts, the incumbent must be able to react to numerous complex issues and set priorities as necessary. 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/. Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.