Lead Administrative Support Assistant

4 weeks ago

Boise, United States Veterans Health Administration Full time

Incumbent is the Lead Administrative Support Assistant to the Associate Chief of Staff (ACOS) and the Administrative Officer (AO) for Behavioral Health as well as all Service discipline Chiefs and program supervisors to include: Psychiatry, Psychology and Social Work Services. The incumbent functions as a lead administrative team member who will distribute and balance the workload among employees in accordance with established work flow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy.
In the absence of the BH Service AO, the incumbent will be acting Administrative Officer working collaboratively with the Service Data Analyst in this capacity. Oversight duties for the Lead Administrative Support Assistant will include; contract management, human resources, budget management, and addressing service regulatory issues, in addition to regularly assigned duties.
The incumbent develops, initiates, and coordinates administrative action plans, day to day workload processes and flows, and analyzes workload projections in order to maximize personnel utilization and timeliness using independent judgment and analytical ability to maintain and improve administrative functioning of the Service. ? Estimate and report on expected time of completion of work, and maintain records of work accomplishments and time expended and prepare production reports as requested.
Lead Administrative Support Assistant will be assigned membership on key Behavioral Health Service committees, to include Core Leadership, Executive Council and Budget Committee which deal with issues such as space allocation, budget allocation, quality improvement activities, performance improvement, training, and overall functioning of the Service.
Monitors and updates physicians' absences and on-call schedules. Prepares and reviews reports, memos and letters to identify potential problems, areas of concern or issues that require attention, when issues are identified incumbent communicates information to the appropriate person and assists with implementation of solutions as necessary.
Monitors fund control points assigned to Behavioral Health programs involving the Health Care of Homeless Veterans (HCHV), Evaluation and Brief Treatment PTSD Unit (EBTPU), Grant Per Diem programs, Mental Health Intensive Care Management (MHICM) programs and Compensated Work Therapy CWT).
Verifies fund control point balances for accuracy based on need and initiates increases or decreases in funding as necessary.
Processes monthly invoices for Behavioral Health fund control points. Receives invoices, verifies for accuracy, acquires necessary approval signatures and submits invoices to Austin Service Center.
Acts as approving official for the Online Certification System (OLCS) once invoice has been processed.
Maintains purchase card for Behavioral Health, making necessary, approved purchases and processes through the VA Purchase Card Program.
Processes all Service travel/training request via Fed Traveler from initial requests through completion of expense reports.
Lead Administrative Support Assistant will provide administrative support to the Service AO/COTR with duties relevant to Service Contract administration and management, credentialing and privileging of service professional staff, and budgetary management.
Maintains and possesses current knowledge of Service procedures, policies, standards, and directives, and provides information and education to Service staff upon request. Obtains needed information from Facility, VISN and VACO recourses to assist leadership in the resolution of problems.
Processes and monitors Notification of Personnel Action (SF52) and assists with processing staff time and leave records. Inputs and monitors training information via TEMPO and monitors training requirements initiating follow-up for completion.
Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. Give on the job training to new employees in accordance with established procedures and practices.

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


Position Description Title/PD#:
Lead Administrative Support Assistant/PD601800


Relocation/Recruitment Incentives:
Not Authorized.


Financial Disclosure Report:
Not Required.


Physical Requirements
: The work is generally sedentary, but requires some walking and standing.

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