Program Support Assistant

Summary
This position is located in Billings, Montana and provides a wide range of specialized administrative, clerical, and office automation services for the Surgical Service line. The Program Support Assistant must adopt the principles, practices, processes, and techniques common to any general administrative situation and to the specialized requirements of the service.
This job is open to

• Career transition (CTAP, ICTAP, RPL)
  Federal employees who meet the definition of a "surplus" or "displaced" employee.
• The public
  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency
ALL US CITIZENS
DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.
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Duties
Major duties include but not limited to:

• Collects variety of data regarding workload, quality performance, and outcomes from multiple sources to include a variety of computerized data. The incumbent collects data, compiles, analyzes and summarizes data, and prepares summary reports to facilitate clinical and program evaluation.
• Selects appropriate software, when applicable, to track a variety of recurring requirements to facilitate clinical care and meet regulatory standards.
• Utilizes a variety of software programs and communication tools to input and retrieve data as required.
• Compiles monthly reports from statistical data to track and identify trends or issues within the programs and clinical services to be used by clinical supervisors and staff.
• Assists with the collection of data and preparation of annual estimates of service line costs and helps to manage allocated funds.
• Tracks the Encounter Action Required Report for all unclosed encounters and encounter errors, and to communicate with clinicians to ensure timely encounter closure.
• Monitors work assignments and prioritizes based on urgency to maintain efficient workflow.
• Provides input to the ACOS and AO when budget information is needed.
• Responsible for periodic review of labor mapping of staff assigned to the service line and to prepare summary reports for recommended changes.
• Serves as the Records Liaison for the service and is responsible for maintaining the file plan for the service line.
• Advises supervisors and employees on the interpretation and application of straightforward human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas.
• Responsible for the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets.
• Serves as an active member of the staff, keeping the ACOS and AO informed on all matters requiring attention or action.
• Provides coverage for the Administrative Officer for administrative issues when she/he is out of the office for any significant amount of time.
• Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.
• Performs other related duties as assigned.

Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm
Position Description Title/PD#:Program Support Assistant/PD13442A
Physical Requirements and Work Environment: The work does not demand any special physical qualifications and is basically sedentary. It does require some waling, standing, bending, and carrying of heavy charts, files, and light equipment periodically. Work is typically performed in an office setting, including all wards and clinics of the VA Medical Center. All areas are adequately lighted and climate controlled. The work involves everyday risks or discomforts and requires normal safety precau8tions typical of meeting and training rooms and office settings.
Requirements
Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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.
GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: have the knowledge and skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature, have knowledge of a full range of functional areas such as human resources, purchasing, supplies, records management, financial and budget management, and related administrative areas to ensure compliance with established policies, practices, procedures, and controls, knowledge of management analysis principles and concepts as well as a thorough knowledge of the medical facility mission, functions, goals, and objectives including organizational structure and individual program responsibilities, ability to develop relationships with agency organizations to conduct studies and evaluations of medical facility operations and activities, have skill in conducting interviews with supervisors and employees to obtain information about organization missions, functions, and work procedures, possess comprehensive knowledge of the policies, procedures, or guidelines of the organization, including skill in recognizing how and when those might be unclear to others, demonstrate skills in verbal and written communication to effectively communicate to obtain the desired effect and to ensure compliance with established policies and regulations, possess knowledge of formats for reports, letters, memorandum, and related procedures so work can be completed accurately in final form. have expertise in VISTA software package. Incumbent must have experience with VA software programs including Bed Management System (BMS), Emergency Department Information System (EDIS), Talent Management System (TMS), VA Time and Attendance System (VATAS), etc, skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunications and teleconference equipment.
There is no educational substitution for the GS-07 level.
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.
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
This job does not have an education qualification requirement.
Additional information
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.
Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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 to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

• Benefits
  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  Review our benefits
  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. Financial disclosure not required.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

• Benefits
  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  Review our benefits
  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
• Required Documents
  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
  Documents Accepted:
  
  • Cover Letter
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action
  
  Documents Required:
  
  • Resume
  
  Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to e...