Program Support Assistant

Summary

This Social Work & Community Based Service (SW&CBS) Program Support Assistant (PSA) position is located within Social Work and Community Based Service and is supervised by the Administrative Officer. The primary purpose and responsibilities of this position are to provide expert technical program support and administrative clerical duties to the various programs with-in the service and Main Social Work Office operations.

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Overview

• Accepting applications

• Open & closing dates

07/02/2024 to 07/17/2024

• Salary

$48,649 - $63,245 per year

• Pay scale & grade

GS 6

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Location

1 vacancy in the following location:

• Ann Arbor, MI 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent

• Work schedule

Full-time

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0303 Miscellaneous Clerk And Assistant

• Supervisory status

No

• Security clearance

Not Required

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Credentialing

Suitability/Fitness

• Announcement number

CBSR-12462729-24-JK

• Control number

798281600

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This is an internal job announcement open to current, permanent LTC Charles S Kettles VA Medical Center and CBOC employees.

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Duties

MAJOR DUTIES AND RESPONSIBILTIES

Technical Program Duties: 65%

• Under general supervision, the Program Support Assistant (PSA) is responsible for the submission of all statistical and administrative reports or data from their designated assignment area with the aforementioned programs. This may include data research and entry, program reports, patient lists, accounting and budgetary duties and ongoing responsibility for projects. problems. or requirements that arise within their designated work site. The work will be performed in a timely, professional and courteous manner to sustain quality patient care and customer satisfaction.

• Responsible to operate all necessary applications within FBCS, CPRS and VistA (including but not limited to VistA FEE, Lodging, Admissions, AOD, Caregiver, TCM, MFH and Eligibility Computer Systems as well as ability to work with Microsoft Word, Outlook, Power Point, SharePoint and Excel Spreadsheets).

• Will assess the dimension, consequences, and impact of the assigned work and thus prioritize, collect, and assemble the necessary facts, resolving conflicts, and performs these functions independently. Creativity in the development of procedures where no guidelines exist may be necessary; will identify these irregularities in the course of the work and reconcile those problems .

• Educate Veterans and family members of Veterans on benefits, eligibilities alternative lodging and other available programs with in the Service. Issue discount letters for non-eligible or families, meal vouchers as appropriate by policy.

• Monitor and ensure external supporting services goals are met i.e. dietary, housekeeping, logistics, respiratory and voluntary to complement our systems or services.

• Resolve problems with office equipment malfunctions, obtaining JRM, Engineering, copier/fax technician, or Facilities Management support as indicated.

• Assigned as an authorized user of the Government Purchase Card for small item purchasing in their designated site and section. As an authorized user of this card the incumbent is responsible for meeting the standards for documentation and monthly reconciliation of the purchase cards in accordance with all rules and regulations.

• Automated Data Processing Application Coordinator (ADPAC) liaison, responsible for systems administration within the service and will provide guidance and assistance to clinical staff within the service. Conduct training for new employees as to the administrative requirements of their jobs in the program, i.e., function, documentation, clinic encounters. etc.

Customer Services: 10%

• Works with a patient population ranging from age 18 through senior adults (age 65 and over) and must be aware of, and respond appropriately to the physical, social, and psychological differences among these groups.

• Communicate effectively with patients, patient's family or caregiver, clinical staff, and hotel contractors in person or by telephone in order to assess the Veteran's needs.

• Take messages; track call-ins/call-off by other staff members, and notify the appropriate supervisor, they will assess Veterans' needs, assist with the Veteran's situation or redistribute to the appropriate manager, social worker, department, patient advocate, etc.

• Handle consult requests expeditiously or assign to the respective social worker as they are received in the service and log them into the tracker.

• Working with the clinical unit/providers, the PSA will ensure Veterans are screened and approved appropriately prior to social services being rendered.

Files, Correspondences and Records Management 25%

• Obtain, organize, file and retrieve reports, correspondence, and numerical data for use in preparing status reports, briefings, and presentations i.e. daily AOD log, gain and losses sheets, lodging lists and admission reports, medical records etc. in accordance with all Federal, VA and local policy and guidance.

• Responsible for the administrative handling of all records, forms and documents, retrieval and dissemination of data relating for the programs listed above.

• Type, edit, maintain current copies of records or forms relating to the program such as letters, memos, reports and summaries, surveys, program brochures, letters of introduction, and other types of written communications.

• Compose correspondence; prepare agendas and meeting minutes as indicated to assist clinical functions of as the need arises.

• Print daily roster of Veterans when necessary, maintain a weekly list of scheduled CNH Veteran VA medical center appointments and arrange travel consults to meet the appointments.

• The PSA will perform other duties as assigned.

Work Schedule: Monday-Friday, 8:00am - 4:30 pm

Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

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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, 07/17/2024.

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-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service.

• Note: You must submit a copy of your most recent personnel action/SF-50. Additionally, 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.

Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.

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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Providing administrative support to a team, including but not limited to time keeping, receiving and screening phone calls, filing, taking minutes, arranging travel, maintaining appointment calendars, coordinating meetings, conference calls, and ordering supplies.

• Using various Microsoft Office programs, database programs and office equipment.

• Assisting in departmental problem solving and planning alternative solutions.

• Preparing reports, assisting in planning, reviewing and reporting data, and statistical results.

Please note: In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency: ability to type 40 words per minute.

You will be rated on the following Competencies for this position:

• Communications

• Computer Skills

• Critical Thinking

• 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 work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, or carrying of light items (medical records, computing devices, manuals, papers, books, small parts). The work requires manual dexterity for computer data entry, office machine operation and filing. However, in general, the work does not require unusual physical demands. The work does require emotional stability to resolve crisis situations.

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

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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.

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• Benefits

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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 window

Learn 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.

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.