Program Support Assistant
Major duties include, but are not limited to:
Serves as the point of contact (receptionist) for the CSP, for communication for patients, visitors, patient escorts, other professional staff. Screens/receives phone calls from Veterans, relatives, and staff. Determines the nature of the request and provide information desired or direct the caller to the appropriate area using privacy rules and established clinic processes. Recognizes and refers urgent inquires to professional staff for immediate action. Enters appropriate information into the patient's electronic medical record Completes paperwork and entering appropriate information into the computer for all CSP applications, admissions and discharges. Prepares agendas, records & publishes meeting agendas & minutes, as assigned. Makes numerous calls each day to coordinate information and actions relating to program functioning and patient care/services. Relays information and requests from the patients to the treatment team and within the treatment team. Pages and locates clinical staff for patient services and consultation as needed. Performs clerical level work to procure supplies and services to meet the procurement requirements of the unit or department. Processes incoming and outgoing materials, such as correspondence, reports, memoranda, and other forms of written communication. Schedules appointments, interprets and verify provider orders in accordance with VHA National Scheduling Guidelines. This would also include canceling and rescheduling patient appointments/consults and ensuring encounter forms are completed in order to obtain appropriate workload credit. Schedules consults based on established scheduling policies and procedures from VHA Directive for Outpatient Clinic Scheduling. Serves as the primary Contracting Officer Representative (COR) for the service line. Performs contract monitoring and reporting Prepares contract documents to submit new contracts and modify existing contracts. Communicates with contracting officer and vendors concerning contracts. Submits financial documents and makes timely payment of contract invoices. Performs reconciliation of contract invoices with available funding. Work Schedule:
Monday through Friday, Admin days Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant/PD803550 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, 10/09/2020. 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 a GS-05 position candidates may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest nontemporary competitive appointment. 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 and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Specialized experience includes:
Performing office automation tasks within a medical office setting; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and preparing contract documents. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. You will be rated on the following Competencies for this position:
Contracting/ProcurementCustomer ServiceInformation ManagementLearning 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. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position and is typically in or related to the work of the position to be filled. Physical Requirements:
The work is basically sedentary at a computer, but a walking to different parts of the Medical Center may be required since the incumbent will be working with a variety of clinical and administrative services. Incumbent may be required to provide coverage in other areas of the hospital or at outpatient clinics if needed. Rigid deadlines and need for high degree of accuracy periodically becomes stressful. 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.
Serves as the point of contact (receptionist) for the CSP, for communication for patients, visitors, patient escorts, other professional staff. Screens/receives phone calls from Veterans, relatives, and staff. Determines the nature of the request and provide information desired or direct the caller to the appropriate area using privacy rules and established clinic processes. Recognizes and refers urgent inquires to professional staff for immediate action. Enters appropriate information into the patient's electronic medical record Completes paperwork and entering appropriate information into the computer for all CSP applications, admissions and discharges. Prepares agendas, records & publishes meeting agendas & minutes, as assigned. Makes numerous calls each day to coordinate information and actions relating to program functioning and patient care/services. Relays information and requests from the patients to the treatment team and within the treatment team. Pages and locates clinical staff for patient services and consultation as needed. Performs clerical level work to procure supplies and services to meet the procurement requirements of the unit or department. Processes incoming and outgoing materials, such as correspondence, reports, memoranda, and other forms of written communication. Schedules appointments, interprets and verify provider orders in accordance with VHA National Scheduling Guidelines. This would also include canceling and rescheduling patient appointments/consults and ensuring encounter forms are completed in order to obtain appropriate workload credit. Schedules consults based on established scheduling policies and procedures from VHA Directive for Outpatient Clinic Scheduling. Serves as the primary Contracting Officer Representative (COR) for the service line. Performs contract monitoring and reporting Prepares contract documents to submit new contracts and modify existing contracts. Communicates with contracting officer and vendors concerning contracts. Submits financial documents and makes timely payment of contract invoices. Performs reconciliation of contract invoices with available funding. Work Schedule:
Monday through Friday, Admin days Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
Program Support Assistant/PD803550 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, 10/09/2020. 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 a GS-05 position candidates may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest nontemporary competitive appointment. 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 and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Specialized experience includes:
Performing office automation tasks within a medical office setting; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and preparing contract documents. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. You will be rated on the following Competencies for this position:
Contracting/ProcurementCustomer ServiceInformation ManagementLearning 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. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position and is typically in or related to the work of the position to be filled. Physical Requirements:
The work is basically sedentary at a computer, but a walking to different parts of the Medical Center may be required since the incumbent will be working with a variety of clinical and administrative services. Incumbent may be required to provide coverage in other areas of the hospital or at outpatient clinics if needed. Rigid deadlines and need for high degree of accuracy periodically becomes stressful. 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:
$34,916 to $45,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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