Program Support Assistant

Summary

This position, located at the Oklahoma City Health Care System, Office of the Assistant Director, serves as a Program Support Assistant performing a variety of administrative tasks that enable operational oversight and supports the effective offering of multiple services at outpatient clinics throughout the OKCVAHCS catchment area.

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Overview

• Accepting applications

• Open & closing dates

03/18/2024 to 04/01/2024

• Salary

$44,117 - $63,733 per year

• Pay scale & grade

GS 6 - 7

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Location

• Oklahoma City, OK

• 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

7

• 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

CBSU-12352869-24-ESN

• Control number

782099300

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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 job is open to current employees of the Oklahoma City Health Care System only. First consideration will be given to employees of the Office of the Associate Director.

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Duties

Major duties of this position include but are not limited to...

• Processes incoming and outgoing correspondence, action items, reports, mail, memoranda, and other forms of written communication

• Inputs work orders, orders office supplies, schedules appointments/conferences, coordinates meetings, prepares minutes, and performs a variety of other suitable administrative tasks, such as scanning, as required

• Attends meetings virtually and in-person; follows up on action items with appropriate staff members independently or at the direction of supervisor

• Responsible for support of daily administrative support, planning and organization for multiple administrative aspects of the assigned CBOC locations

• Ensures clinics administrative and facility related concerns are addressed timely to include coordination of services and clinic operations support to Department Chiefs, Administrative Officers, Medical site Directors, Nurse Managers, and supervisors for staff stationed at assigned CBOCs

• Monitors invoices for contracted VA clinics and ensures invoices are accurate and meet the contract standards

• Maintains Government Purchase Card authority and monitors fund control balances of assigned fund control point

• Acts as the specialist in administrative matters at the campus in determining program need to assure maximum utilization of space, equipment, staff, and funds to accomplish the mission

• Determines the proper source, initiation, and completion of necessary contract of procurement documents for purchase; responsible for operating, monitoring, retrieving, and maintaining all procurements and related data through IFCAP automated procurement program in the Vista system for the station to which assigned

• Supports health care system leadership through supporting the circulation of direction and guidance on policies and procedures to CBOC staff

• Performs initial analysis of data, discusses preliminary findings with the HSS, and generates reports for use by a variety of staff to include Executive leadership team, clinical and administrative site leadership, service chiefs, and staff, as required

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

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

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD14375A and PD14376A

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, 04/01/2024.

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-06 position you must have served 52 weeks at the GS-05 level.

For a GS-07 position you must have served 52 weeks at the GS-06 level.

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 GS-06: You must have one year of specialized experience equivalent to at least the next lower grade level of 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...knowledgeable of a wide range of hospital activities and the ability to communicate that knowledge to internal and external constituents; the ability to use various types of office equipment and software applications and be knowledgeable of routine procedures for ordering office supplies and equipment; knowledge of grammar, spelling, punctuation, filing procedures, and required formats for correspondence; basic knowledge of organizational management with a foundation of administrative concepts, principles, and practices; ability to communicate orally and in writing for effective communication and to prepare clear, concise reports, correspondence, etc.; and a thorough knowledge of personal computers, types at a minimum of 40 WPM, and local systems software functions to produce and update a wide range of documents that often require complex formats, such as graphics of tables .

Specialized Experience GS-07: You must have one year of specialized experience equivalent to at least the next lower grade level of GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to...a practical knowledge of an extensive body of the organization's rules and regulations governing confidentiality, including but not limited to the Privacy Act, HIPAA, the Freedom of Information Act (FOIA), and 38 U.S.C. 7332 governing the release of records containing information regarding the treatment of drug and/or alcohol abuse, Sickle Cell Anemia, and infection with Human Immunodeficiency Virus (HIV); a thorough knowledge of personal computers, types at a minimum of 40 WPM, and local systems software functions to produce and update a wide range of documents that often require complex formats, such as graphics of tables; ability to communicate orally and in writing for effective communication and to prepare clear, concise

reports, correspondence, etc.; knowledge of VA the mission and functions of the unit, along with an understanding of how the various administrative services related to the unit's mission; the ability to exercise a considerable amount of judgment performing diverse responsibility and creativity must be exercised in identifying issues that need to be addressed and the necessary actions which need to be taken; the ability to address and/or de-escalate disgruntle customers; knowledge of the principles of data management, organizational structuring, and strategic planning; ability to pull the data, verify accuracy and collaborate with team to analyze data, and help with recommendations or opinion why data may have input in increasing any efficiency; knowledge of pertinent laws, regulations, policies, and precedents which affect the outcomes of patient care and related support resources in all activities in OKCVAHCS; and knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization.

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

• Administration and Management

• Communication

• Knowledge Management

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 however some duties may require standing, walking, bending, and carrying lightweight objects. The incumbent will typically work in a well-lighted office environment. Use of phone, computer equipment, and software typical to a business environment will be required. On occasion, the ability to lift less than 25 pounds. Position requires operation of motor vehicles to include travel to outlying CBOC's.

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

Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

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.

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.