Administrative Support Assistant

Found in: beBee jobs US - 1 week ago


Virginia Beach, Virginia, United States Department Of Veterans Affairs Full time
Summary

The position is located in the Department of Veteran Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center, Community Based Care Clinics (CBOC). The incumbent serves as a Administrative Support Assistant for Community Based Clinics performing a variety of administrative duties which support both the work of the HCC administrator and other program managers.



Duties

Data Collection & Tracking Support

  • Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of CBOC operations. Assists in the reporting of data/statistical results of program/project studies such as open encounters, missed opportunities, and no-show rates.
  • Organizes computerized data sets and retrieves computerized data from VSSC, HR/MSS, VISTA, and CPRS. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.
  • Monitors the encounters of clinics ensuring staff are entering encounter information correctly and are compliant with regulations.
  • Serves as the training coordinator for the service line. Provides orientation for CBOC personnel, management, supervisors, ancillary service employees, residents, and students in the use of computer programs and coordinates introductions/meetings with other service lines in the facility. Trains new members of the service line on the computer software, to include Vista (including leave requests), Outlook, CPRS i.e., closing encounters, Vista Imaging etc. Identifies and determines training needs within the CBOC Service.
  • Serves as the Automatic Data Processing Application Coordinator (ADPAC), the incumbent is a resource person and first point of contact for the service's staff in providing instruction, advice, and assistance with Automated Information Systems software and hardware issues.
  • Assumes the role of the service's subject matter expert for the service's package-specific issues in the use of Vista and Office Automation applications. Reviews patches relating to the CBOC Service and changes in other software.
  • Posts and maintains assigned Fund Control Point records, bringing discrepancies to the attention of the HCC Administrator, or designee, and advises for need of additional funding.
  • Obtains and monitors the use of services, supplies or equipment for the office. Obtains standard office supplies and services, e.g., publications, stationary supplies, or maintenance of office equipment such as copiers, fax machines, etc. Performs clerical level work to acquire supplies and services to meet the purchase needs of the CBOC.
Administrative/Clerical Support
  • Performs the full range of clerical and administrative support work of the office.
  • Establishes and maintains electronic and/or hard copy filing and record systems that relate to the work of the organization to include performance indicators, reports, meeting minutes, correspondence, regulations, policy statements, station memos, etc., and organizes the flow of clerical processes in the office.
  • Receives visitors and telephone calls to the office regarding the specialty areas supported and determines the nature of requests and directs callers to appropriate staff, or personally provides the desired information involving routine or procedural matters.
  • Performs other duties as assigned.
Work Schedule: Full Time, Monday- Friday, 7:30am-4:00pm

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#: Administrative Support Assistant (OA)/PD029620

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

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