Program Support Assistant (OA)
The work requires an in-depth knowledge of the purposes, methods and techniques of service analysis and management and the structures, functions, processes, objectives, products, services, resource requirements and other features of government programs, as well as agency missions and policies. The incumbent will provide managers with objectively based information for making decisions on the administrative and operational aspects of service management and operations. These administrative and operational aspects include service structures, functions, objectives, goals, processes, products, performance requirements, projects and resources. In addition, the incumbent is responsible for coordinating patient complaints including congressional correspondence, mandatory training for staff, office and medical supplies, computer and telephone problems, consult tracking program, and will have fiscal responsibilities within the program. The complexity and diverse nature of MH&BSS under the responsibility of the incumbent necessitates a continued effort to assure quality and service standards regarding matters or timeliness, accuracy, compliance with procedures and quantity of work produced are maintained. Major Duties:
Uses word processing software to generate correspondence, reports, memoranda, form letters, etc. Schedules appointments, meetings, and conferences to include cancellations and re-schedules. Utilizes an automated online content management system to update website pages. Attends, records, and transcribes minutes of meetings when necessary. Manages multiple and changing priorities while maintaining attention to detail. Organizes meetings and conference room availability. Provides guidance to staff members regarding administrative policies, procedures, and regulatory guidelines. Consolidates and finalizes information for reports in accordance with established procedures. Enters, retrieves and manipulates data in a computer system using associated software to create charts, tables or graphs (e.g., Microsoft Access and Microsoft Excel). Develops and distributes written correspondence. Communicates with a wide variety of people verbally and in writing. Maintains contact with medical and clerical staff to resolve delays and/or misunderstandings. Receives, schedules, refers and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the general public. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements and other matters necessary to implement the programs, policies, directives and instructions. Work Schedule:
Full-time, Monday-Friday 7:
00 am-3:
30 pm Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant (OA)/PD049490 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/07/2020. 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. All employees must:
Show a commitment to VHA:
Applicants should demonstrate interest in a rewarding career working for VHA Provide Excellent Customer Service:
Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Provides the customer with consistent information per established policies and procedures- handles conflict and problems in dealing with the customer constructively and appropriately. Must be able to accept criticism and maintain a calm demeanor in stressful situations. Demonstrate Communication Skills and Leadership Qualities:
Candidates must have a talent for communication and demonstrate potential for leadership. These qualities are essential for positions employed at VHA facilities. Typing Requirement:
A qualified typist is required for Office Automation (OA) positions. You must be able to type at least 40 words per minute (wpm). You may qualify based on your experience or education 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:
knowledge of an extensive body of program analysis rules, guidelines, regulations and precedents; knowledge of the basic objectives and policies governing various service operations; ability to apply knowledge of standardized processes and procedures for evaluating program operations to perform duties such as planning the steps to take to complete assignments, identifying problems from collected data and selecting solutions from alternatives in guidelines; thorough knowledge of all pertinent Public laws, Code of Federal Regulations, VA Manual, Directives, and Medical Center memorandums as they apply to mental health care and subspecialty programs; ability to work with clinical staff and patients in a diplomatic way to resolve problems and differences that may arise; knowledge of regulations pertaining to release of information and request for information; operate word processing equipment and programs, such as MS Word, Excel, PowerPoint or equivalent; ability to communicate orally and in writing with people from varying backgrounds and educational levels; and, extensive knowledge of mental health and medical terminology and content and format of medical records. OR Education:
As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the program support position. You will be rated on the following Competencies for this position:
Administration and Management Communication Customer Service Technical Competence 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 incumbent works in an office setting. Duties require sitting, some walking and light lifting of medical records. Incumbent works extensively in the hospital computer system. Physical demands are limited to normal working, carrying of small batches of documents, papers or pieces of equipment and walking between the workstation and other work locations within the medical center. There are no unusual physical requirements. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Uses word processing software to generate correspondence, reports, memoranda, form letters, etc. Schedules appointments, meetings, and conferences to include cancellations and re-schedules. Utilizes an automated online content management system to update website pages. Attends, records, and transcribes minutes of meetings when necessary. Manages multiple and changing priorities while maintaining attention to detail. Organizes meetings and conference room availability. Provides guidance to staff members regarding administrative policies, procedures, and regulatory guidelines. Consolidates and finalizes information for reports in accordance with established procedures. Enters, retrieves and manipulates data in a computer system using associated software to create charts, tables or graphs (e.g., Microsoft Access and Microsoft Excel). Develops and distributes written correspondence. Communicates with a wide variety of people verbally and in writing. Maintains contact with medical and clerical staff to resolve delays and/or misunderstandings. Receives, schedules, refers and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the general public. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements and other matters necessary to implement the programs, policies, directives and instructions. Work Schedule:
Full-time, Monday-Friday 7:
00 am-3:
30 pm Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant (OA)/PD049490 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/07/2020. 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. All employees must:
Show a commitment to VHA:
Applicants should demonstrate interest in a rewarding career working for VHA Provide Excellent Customer Service:
Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Provides the customer with consistent information per established policies and procedures- handles conflict and problems in dealing with the customer constructively and appropriately. Must be able to accept criticism and maintain a calm demeanor in stressful situations. Demonstrate Communication Skills and Leadership Qualities:
Candidates must have a talent for communication and demonstrate potential for leadership. These qualities are essential for positions employed at VHA facilities. Typing Requirement:
A qualified typist is required for Office Automation (OA) positions. You must be able to type at least 40 words per minute (wpm). You may qualify based on your experience or education 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:
knowledge of an extensive body of program analysis rules, guidelines, regulations and precedents; knowledge of the basic objectives and policies governing various service operations; ability to apply knowledge of standardized processes and procedures for evaluating program operations to perform duties such as planning the steps to take to complete assignments, identifying problems from collected data and selecting solutions from alternatives in guidelines; thorough knowledge of all pertinent Public laws, Code of Federal Regulations, VA Manual, Directives, and Medical Center memorandums as they apply to mental health care and subspecialty programs; ability to work with clinical staff and patients in a diplomatic way to resolve problems and differences that may arise; knowledge of regulations pertaining to release of information and request for information; operate word processing equipment and programs, such as MS Word, Excel, PowerPoint or equivalent; ability to communicate orally and in writing with people from varying backgrounds and educational levels; and, extensive knowledge of mental health and medical terminology and content and format of medical records. OR Education:
As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the program support position. You will be rated on the following Competencies for this position:
Administration and Management Communication Customer Service Technical Competence 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 incumbent works in an office setting. Duties require sitting, some walking and light lifting of medical records. Incumbent works extensively in the hospital computer system. Physical demands are limited to normal working, carrying of small batches of documents, papers or pieces of equipment and walking between the workstation and other work locations within the medical center. There are no unusual physical requirements. 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/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$38,921 to $50,598 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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