Program Support Assistant

Summary

Incumbent will serve as Program Support Assistant in the Office of the Chief of Health Administration Services (HAS) at the Veterans Affairs Ann Arbor Healthcare System (VAAAHS). The incumbent performs a wide range of program and administrative duties in direct report to the Chief of (HAS) and for the service as a whole.

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Overview

• Accepting applications

• Open & closing dates

04/29/2024 to 05/07/2024

• Salary

$45,314 - $58,910 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

Yes-as determined by the agency policy.

• 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

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBSR-12392987-24-TB

• Control number

788958200

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This job is open to

• Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a "surplus" or "displaced" employee.

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This position is open to current and permanent employees for the Ann Arbor VAMC only!

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Duties

Trains service employees in the use of various programs, such as VATAS for requesting time off. The incumbent is the point of contact for OI&T for information technology initiative for hardware and software needs for the service. The position is responsible for assisting with the preparation and implementation of the business contingency plans for system failure specifically addressing manual system backup plans and addressing how day to day business will be conducted for long and short-term outages.

Collects individual needs to determine menu access for HAS and facility staff. Ensures OI&T assigns appropriate access to terminal and file codes for the purpose of controlling access to the patient and medical records. As the primary service ADPAC, incumbent completes ePAS tickets for the service employees and follows up on the appropriate staff for signatures and timely completion. Incumbent is the business point of contact for all business implementation phases of new software or devices.The incumbent is the problem solver with the special ability to integrate overall knowledge of the service system with VISTA and applications, and to be innovative in the process. Incumbent manages logs of meetings between office staff and outside groups to assure there are no scheduling conflicts or inefficiencies. The incumbent is responsible for maintaining this record on the automated calendar established for the office.Completes the annual Equipment and Chemical Inventories by surveying office space and requesting need information from HAS staff. Ensures monthly Fire extinguishers and Defibrillator are being inspected in preparation to the EOC rounds. Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area.

Serves as backup Control Point Official for the Business Office, keeping records and monitor all invoices, making sure all are paid properly and in a timely manner. Prepares 2237s for purchases or to request contract renewals in a timely manner. Pays monthly invoices for software maintenance, billing support by modem, and additional support staff companies. Assists in compiling Statement-of-Work memos for various contract requests. Update HAS mail groups upon hiring or termination for the entire department.

Provide PIV card sponsorship for new employees, re-issuing cards as needed. Utilizes personal computer system to accomplish assigned duties. Protects security of information from unauthorized use, loss, alteration, or deletion of information in accordance with all information law statutes.

Work Schedule: Mon

• Fri. 8:00am

• 4:30pm

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.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD927070

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, 05/07/2024.

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. 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.

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: An extensive knowledge of Veterans Integrated Systems Technology Architecture (VistA) packages that support the business processes is needed to ensure the success of this integration. Applies knowledge and abilities to analyze, evaluate and make recommendations on major aspects of all assigned VISTA and commercial off the shelf computer packages. The position requires the ability to retrieve, track and trend information needed for reporting. Management analysis techniques and methods are required to refine information for comprehensive reports, addressing elements such as work measurement, trend analysis, efficiency, effectiveness, productivity. Knowledge of the service software is required in training employees, identifying inconsistencies, discussions with management of capabilities of computer software feasibly toward meeting their objectives, validating new programs and options. Knowledge of appropriate VA policies, VA directives, operating procedures, information flow and of prevailing automated practices in government agencies sufficient to ensure applications are consistent with the current and planned infrastructure and data environments currently used at the supported VAMC. Knowledge of information security principles and methods.

Preferred Experience:

• GovTA Timekeeping experience

• ADPAC experience including ePAS

• Provides general clerical and public contact support services; such as answering the telephone, referring visitors, or providing information about the service

• Prepares monthly minutes for several committees

• Processes incoming and outgoing materials such as correspondence, reports, memorandum, and other forms of written communications

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

• Administration and Management

• Clerical

• Computer Skills

• Writing

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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

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/.

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.

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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.