- Position Title
- Lead Program Support Assistant
- Agency
- Veterans Health Administration
- Announcement Number
- CBSU-11832358-23-ARM Opens in new window
- Open Period
- Friday, March 10, 2023 to Thursday, April 13, 2023
For preview purposes only. To apply, please return to the USAJOBS announcement and click the Apply button.
Eligibilities
1.
Are you an employee of the department/service line indicated for this position?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
To verify your eligibility, you may be required submit a copy of your most recent Notification of Personnel Action, Standard Form 50 (SF-50). Please review the instructions in the announcement. Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met (if applicable) and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
To verify your eligibility, you may be required submit a copy of your most recent Notification of Personnel Action, Standard Form 50 (SF-50). Please review the instructions in the announcement. Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met (if applicable) and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
2.
Are you an employee of the facility indicated for this position?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
To verify your eligibility, you must submit a copy of your most recent Notification of Personnel Action, Standard Form 50 (SF-50). Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met (if applicable) and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
To verify your eligibility, you must submit a copy of your most recent Notification of Personnel Action, Standard Form 50 (SF-50). Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met (if applicable) and include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted). Please be aware that award SF-50's do not always include this pertinent information.
3.
Are you a current or former federal employee displaced from the agency hiring for this position? If yes, confirm:
For more information, review the USAJOBS Help Center.
To verify your eligibility, you must submit supporting documentation such as a Reduction in Force (RIF) separation notice or a Proposed Removal/Separation notice to include your latest performance rating (if the notice does not have this information included, you must submit a copy of your most recent performance appraisal) and a copy of your latest Notification of Personnel Action, Standard Form 50.
- you are located in the same local commuting area of the vacancy; AND,
- you are applying to a position that is at or below the grade level of the position from which you were or will be separated; AND,
- your grade is equivalent to or below the grade level of the vacancy; AND,
- your last performance rating of record is at least fully successful or the equivalent.
For more information, review the USAJOBS Help Center.
To verify your eligibility, you must submit supporting documentation such as a Reduction in Force (RIF) separation notice or a Proposed Removal/Separation notice to include your latest performance rating (if the notice does not have this information included, you must submit a copy of your most recent performance appraisal) and a copy of your latest Notification of Personnel Action, Standard Form 50.
4.
Are you a Veterans Health Administration employee?
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.
Preferences
1.
Which of the following items describes your current or recent (within the last five years) political appointee service?
If you responded yes to any of the items below, you will need to include a SF-50 specifying your prior service.
If you responded yes to any of the items below, you will need to include a SF-50 specifying your prior service.
Resume Reminder- Your resume must include the following information for each job listed:
Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
- Job title Duties (be as detailed as possible)
- Month & year start/end dates (e.g. June 2007 to April 2008)
- Full-time or part-time status (include hours worked per week)
- Series and Grade, if applicable, for all Federal positions you have held
Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
Accuracy of Application Reminder:
By submitting your application, you are certifying, to the best of your knowledge and belief, all the information submitted by you with your application for employment is true, complete, and made in good faith, and that you have truthfully and accurately represented your work experience, knowledge, skills, abilities and education (degrees, accomplishments, etc.). The information you provide as part of your application may be investigated. You are also certifying, and acknowledging, that misrepresenting your experience or education, or providing false or fraudulent information in, or with your application, may affect your eligibility for appointment and/or continued employment. False or fraudulent statements may be punishable by fine or imprisonment (18 U.S.C. 1001).
By submitting your application, you are certifying, to the best of your knowledge and belief, all the information submitted by you with your application for employment is true, complete, and made in good faith, and that you have truthfully and accurately represented your work experience, knowledge, skills, abilities and education (degrees, accomplishments, etc.). The information you provide as part of your application may be investigated. You are also certifying, and acknowledging, that misrepresenting your experience or education, or providing false or fraudulent information in, or with your application, may affect your eligibility for appointment and/or continued employment. False or fraudulent statements may be punishable by fine or imprisonment (18 U.S.C. 1001).
Assessment 1
Thank you for your interest in Lead Program Support Assistant GS-0303-08. We will evaluate your resume and your responses to this assessment questionnaire to determine if you are among the best qualified for this position. Your responses are subject to verification. Please review your responses for accuracy before you submit this questionnaire. Choose the one answer that best describes how you meet the qualification requirements as described in the qualification section of the vacancy announcement.
Select “Yes” or “No” to the following question(s).
1.
Specialized Experience GS-08: Specialized Experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. For this position, you must have 1 year of specialized experience equivalent to at least the next lower grade of GS-07 in the normal line of progression for the occupation in the organization.
Specialized Experience for this position includes but is not limited to: detail-oriented, ability to work under pressure, prioritize, and carry-out multiple assignments simultaneously. The incumbent must have a comprehensive understanding of a wide range of principles, methods and best practices used for administrative support to a large clinical service with statewide operations but does not require specific formal education. The position maintains extensive knowledge of common administrative practices learned through experienced application and the ability to use a wide range of methods or tools commonly taught in business administration and operations management training programs. The position has demonstrated ability to establish and maintain effective person-to-person relationships, skill in oral and written communication, ability to inspire confidence and motivate individuals, and leadership knowledge. Applies a comprehensive knowledge of best practices to provide the administrative support necessary for the operational success of a clinical practice. Skill in using effective communication techniques to teach and engage in problem solving and conflict resolution strategies to support employees and veterans in engaging each other and improving customer experience. Comprehensive knowledge of crisis management, including methods for de-escalation and the standards for handling violent or suicidal veterans safely. Comprehensive knowledge of Management and Prevention of Disruptive Behavior techniques. Comprehensive knowledge of eligibility requirements for veteran services. Practical understanding of how roles of ethnicity, race, spirituality, gender, gender-identity, sexual orientation, generations, and local community and other subcultures may influence employee behavior and needs of Veterans.
Note: Your resume must clearly state your experience at the grade level for which you are eligible for.
Do you possess the 1 year of specialized experience as stated above?
Specialized Experience for this position includes but is not limited to: detail-oriented, ability to work under pressure, prioritize, and carry-out multiple assignments simultaneously. The incumbent must have a comprehensive understanding of a wide range of principles, methods and best practices used for administrative support to a large clinical service with statewide operations but does not require specific formal education. The position maintains extensive knowledge of common administrative practices learned through experienced application and the ability to use a wide range of methods or tools commonly taught in business administration and operations management training programs. The position has demonstrated ability to establish and maintain effective person-to-person relationships, skill in oral and written communication, ability to inspire confidence and motivate individuals, and leadership knowledge. Applies a comprehensive knowledge of best practices to provide the administrative support necessary for the operational success of a clinical practice. Skill in using effective communication techniques to teach and engage in problem solving and conflict resolution strategies to support employees and veterans in engaging each other and improving customer experience. Comprehensive knowledge of crisis management, including methods for de-escalation and the standards for handling violent or suicidal veterans safely. Comprehensive knowledge of Management and Prevention of Disruptive Behavior techniques. Comprehensive knowledge of eligibility requirements for veteran services. Practical understanding of how roles of ethnicity, race, spirituality, gender, gender-identity, sexual orientation, generations, and local community and other subcultures may influence employee behavior and needs of Veterans.
Note: Your resume must clearly state your experience at the grade level for which you are eligible for.
Do you possess the 1 year of specialized experience as stated above?
Please read the followings tasks and select the best response based on your level of knowledge and skill as it pertains to your ability to perform the duties of this position.
Select the one statement that most accurately describes your training and experience carrying out each task using the scale provided.
2.
Perform as the primary timekeeper for the Primary Care Service. Enters employee work tours, leave, etc. into the Veteran Affairs Time and Attendance System (VATAS). Teaches and trains employees how to use VATAS. Works with the Administrative Officer (AO) to track exceptions and ensure employee adherence to federal timekeeping rules and union bargaining agreements. Types memorandums for advanced leave and facilitates employee Federal Medical Leave Act (FMLA) requests between employees and Human Resources (HR). Incumbent tracks and enters all overtime and compensation time requests.
3.
Types the work schedules, sometimes from handwritten copies, from the units/clinics of Primary Care Service.
4.
Maintains competency assessment checklists/personal files of the professional and non-professional employees who are under the direct supervision of the ACOS.
5.
Manages the Service's SharePoint site and other directories where information is stored.
6.
Communicate program related matters and/or specific policy information related to Service and assist in updating and/or developing policies and procedures.
7.
Responsible for scheduling Service-related events, making conference room reservations, sending calendar invites, and developing agendas.
8.
Attends meetings of appropriate Boards/Committees as delegated, with ability to respond to questions concerning related Service issues, and to report meeting content to supervisor. Take meeting minutes and collect applicable information, follow-up, and update meeting agenda items as necessary for future committee meetings/boards. Assist in the preparation of written materials and/or coordinate appropriate outreach and marketing activities as assigned.
9.
Maintain confidentiality in communicating sensitive information and in handling confidential materials. Serve as primary control point clerk for the fund control points (FCPs) of the service and complies with all acquisition regulations, as well as all federal VA and local policies and procedures to support the organization's mission and needs. Perform other related duties and special responsibilities as assigned.
10.
Fosters good public relations when interpreting philosophy, policies/ procedures, goals and objectives to staff, community agencies and the public. Serves as Service liaison to external and internal stakeholders. Communicates through written documents, electronic communication, telephone, and face to face with all stakeholders while providing excellent customer service. Answers and screens telephone calls and visitors to the office of ACOS.
11.
Maintains running inventories of program and office supplies and equipment; orders equipment and supplies. Maintains, revising as necessary, the office filing systems; handles building and equipment maintenance issues, mail distribution, building access and key distribution; and conducts and reports findings of Environment of Care rounds.
12.
Primary point-of-contact on daily contract issues for the Primary Care Service,(e.g. answering contract questions, signing hourly logs, printing reports, tracking leave requests, etc.) and the alternate/backup Contracting Officer Representative (COR), with the AO serving as the primary for any structural changes to contracts or negotiating managerial topics requiring decision-making. Responsibilities include, but are not limited to, reviewing and updating contracts when the AO position is vacant, tracking the hours of locum tenens staff for billing forms, ensuring the documents for locum tenens provider proficiency reviews are filled out and available for rating by the ACOS. Review invoices for accuracy and return of them to Finance timely. Incumbent must obtain certification as a COR from the Federal Acquisition Institute Training Application System (FAITAS) and Defense Acquisition University (DAU).
13.
Attain and maintain computer skills (e.g. word processing, file management, VISTA program, EXCEL spreadsheets, PowerPoint) and communication tools such as MS Outlook, SharePoint and Meeting Room Manager.
14.
As the leader of a team of program support staff, the position facilitates, coordinates, coaches, and problem solves with all members of the service's administrative support staff. The position also acts as the recognized liaison to and from the program support staff and the service's management team.
15.
The position also functions as a collaborative team member, assisting the service administrative officer and supervising physicians and other professional/non-professional personnel in a VHA health care services program. Program Support Assistants perform a variety of administrative and operational tasks that include the monitoring and adjustment of clinical schedules related to expected and unexpected factors related to staffing, facilities management, and changing operational goals.
16.
The position performs a wide range of tasks to assist medical staff with both administrative and clinical (operational) needs to maintain efficiency, productivity, access, and quality of care.