Veterans Affairs, Veterans Health Administration Program Support Assistant in Bronx, New York
Summary The James J. Peters VAMC Geriatric & Extended Care service is currently recruiting for One Program Support Assistant (PSA). The incumbent will be responsible for the complex administrative functions and the coordination of the diverse activities. The PSA provides administrative, technical and clerical support to the Director of Nursing & Medical Director of Geriatrics & Extended care as well as the Administrative Officer. Responsibilities The incumbent will provide coverage in the absence of the Administrative Officer and will assume the responsibility of overseeing the Non-Institutional Care Programs, Contract Nursing Homes and Consult Management and all other administrative functions within the realm of responsibility of the Administrative Officer. ADMINSTRATIVE SUPPORT The Incumbent provides administrative support to the Director of Nursing & Medical Director of Geriatrics & Extended Care, Administrative Officer, Care Team Manager and two (2) Assistant Nurse Managers and staff members. The incumbent provides guidance and instructions concerning administrative matters to employees performing work in all sections of the program. Incumbent is the purchase card holder for the HBPC Program and maintains fund control points. Serves as the TMS Administrator for the PCC, maintains personnel management records, inventory of supplies and equipment. Incumbent is required to prepare reports, charts and graphs as requested by leadership of the PCC. Incumbent serves as a timekeeper and collates the data for the review of the Performance Improvement Committee for the PCC. Works collectively with the Administrative Officer to disseminate pertinent information/guidelines to all staff to ensure all staff members are kept abreast and up to date on all policies/guidelines and information relative to the mission of the Medical Center and the objective of the Patient Care Center. Incumbent also provides administrative support to the Care Team Manager and Assistant Nurse Managers. Incumbent provides coverage of all administrative issues pertaining to the Non-Institutional Care Programs, Contract Nursing Homes and Consult Management in the absence or unavailability of the Administrative Officer. Responsible for coordination and tracking of Human Resources Management issues including position descriptions, organizational charts, and personnel actions. Incumbent is used as a resource for supervisory personnel and office workers within the service for issues concerning employee relations, training, and other administrative functions. The incumbent prepares and assists with the completion of FMLA documents and prepares and submits personnel action via MSS in collaboration with the Managers. Maintains official and personal files. Accesses personal, confidential and sensitive material, and exercises a high degree of discretion and tact with respect to the confidential nature of these materials, while recognizing the need for access by certain Departmental of Administration Officials. The incumbent is a purchase card holder for the Home Base Primary Care staff and has the responsibility for the management of funds for the procurement of supplies needed for the program. Monitors the Fund Control Points for Home Based Primary Care ensuring to procure all necessary supplies required by the HBPC staff. Incumbent has the responsibility for maintaining accurate records concerning purchases, accurate accounting of funds and assuring compliance with budgetary limitations. Arranges for the procurement of supplies, equipment; and assures compliance with budgetary limitations. Assesses operating costs and develops budget for HBPC Program. Writes summaries, reports, and reviews topics concerning budgets and equipment for the HBPC program. Responsible for the submission of 2237's required for the PCC. The incumbent is responsible for collating the data for the performance measures and preparing the report for the review of the Performance Improvement Committee. Prepares Monthly Report. Collates data for performance measures for preparation of yearly Performance Improvement Plan. OFFICE MANAGEMENT Manages a wide variety of correspondence from within and outside the Department and decides how to handle them. Reviews and either responds to the correspondence, routes it to the proper staff member or consults with others prior to responding. Drafts initial of final correspondence and monitors such correspondence to ensure that actions taken are completed accurately and appropriate procedures are followed. Oversees all logistics planning and preparation of meetings, including scheduling, mailings, and insuring attendance by required individuals. Performs general office work to include but not limited to filing, mail distribution, answering telephones, etc. Automated Data Processing Applications Coordinator (ADPAC) Incumbent functions as the ADPAC. Functions as the front-line support link between the organization's staff and the Office of Information Technology (O&IT) in resolving software, equipment, and training issues. Work Schedule: Monday-Friday 8am-4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD21Y00O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/25/2021. 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. At the GS-6 level-1 year of specialized experience equivalent to at least next lower grade level of GS-5 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-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: experience as a office manager, office clerk or other related office positions where the management of administrative responsibility was the primary focus of the position held; records and file of creation and maintenance of staff and/or patients; extensive experience in time keeping of employees; extensive experience of interpreting policies and disseminating information of said policies to staff. Experience with working as the liaison between staff and Human Resources for a department. Extensive experience with writing and reviewing correspondences and memorandums for department leadership. Experience monitoring compliance of training of department staff. You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationCommunicationComputer Skills 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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. The incumbent works in an office setting, occasionally in a patient care area. Work areas are generally adequate, and he/she frequently interacts with other services throughout the facility and Community Based Outpatient Clinics. The incumbent observes established safety standards and practices as defined in the facility's policies and guidelines. 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/. 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. This job opportunity announcement may be used to fill additional vacancies. 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. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application. As required by Executive Order 14043, Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be vaccinated against COVID-19 and submit documentation of proof of vaccination by November 22, 2021 or before appointment or onboarding with the Department of Veterans Affairs (VA), if after November 22. VA will provide additional information regarding what information or documentation is needed and how you can request a legally required exception from this requirement. Please contact the Human Resources Point of Contact listed at the top of the JOA.