Program Support Asst
1 month ago
Summary The incumbent serves as a Program Support Assistant for the Mental Health Service and may be assigned to one or more specific sections.
Responsibilities Keeps supervisors aware of significant observations, personnel problems, and activity that may reflect on the morale, safety, production, or goal of the service.
Assists supervisor and service leadership in identifying programmatic barriers and opportunities within the primary processes of the work unit and facilitates the improvements under the guidance of the supervisor to resolve process issues.
Acts as liaison to other managers and staff within Mental Health Service and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the policies, directives, and instructions.
Assists in communicating with staff through dissemination/posting of information. Gathers data and assists with preparation of routine and special purpose reports and presentations.Leads and coordinates the processing of new employee and healthcare professional trainees to the extent that they can work and function on their arrival to the facility.
Assists with the administrative orientation of new employees and healthcare professional trainees. Assists the service in managing and updating staff credentials, including notifying, distributing, uploading, and tracking necessary documents and files. Enters key, badge, security access, and ePAS requests. Serves as the Automated Data Processing Application Coordinator (ADPAC) liaison. Serves as TMS coordinator. Monitors completion of mandatory training and unit specific competencies for staff; provides and disseminates reports of compliance. Serves as Local Unit Coordinator (LUC) and documents all educational credits for staff into appropriate systems. Submits requests to create, open, close, and alter clinics and clinic grids.Provides and disseminates reports as requested on various topics, including but not limited to staff labor mapping, productivity, unsigned/un cosigned notes, incomplete encounters, etc.
Serves as Records Management Liaison. Serves as PCMM Coordinator, making assignments in PCMM. Issues ID badges for program participants/patients. Administrative orientation and discharge of program participants/patients. Manages waiting areas and administratively manages the front desk. Coordinates ordering, delivery, collection, and inventory of various items. Conducts regular environmental rounds of area, ensuring issues requiring attention are reported timely. Must be familiar with VISTA, SharePoint, and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint, and Access. Knowledge of the use of office equipment. Works closely with administrative leadership and Quality Management/Quality, Safety, and Value to ensure compliance with all requirements and policies. Assists in maintaining readiness for Joint Commission, CARF, SAMHSA, VISN, OIG, and other accrediting and review bodies. Ensures Mental Health policies and procedures are current, regularly reviewed, and reissued on appropriate due dates with appropriate signatures.Serves as a purchase card holder and complies with all the acquisition regulations, including Federal, VA, and local; ensures orders are initiated, delivered, and reconciled promptly.
Maintains fund control points, overseeing accounting and budgetary maintenance. Monitors and maintains office supplies. Enters work order requests, monitors completion, and provides necessary notification to ensure clean, safe, efficient, and effective work area. Manages reproduction requests. Troubleshoots computer, printer, copy machine, telephone, fax, and other technology device related problems. Serves as timekeeper. Tracks deadlines for various projects, actions, etc. Maintains an employee folder system, with competencies, for assigned staff, ensuring employee folders are current and complete. Develops and submits reports. Assists with accounting and budgeting. Participates in quality improvement tracking. Documents and maintains call schedules Responsible for drafting and distributing service/section/program/team meeting agendas and minutes. Prepares, types, sends, receives, distributes/disseminates, tracks, and files faxes, mail, and other forms of correspondence. Manages mail room and shared workspaces. Ensures staff and programs have mailboxes in respective areas. Enters data into various computer programs, including databases, spreadsheets, and proprietary software.Demonstrates knowledge and efficiently uses software programs including Microsoft Word, Excel, Access, PowerPoint, Publisher, Outlook, SharePoint, Adobe, VISTA, NEPEC, HOMES, HMIS and other software pertinent to the Service for data analysis and report processing/building.
Work Schedule:
Monday thru Friday 8:00 am to 4:30 pm Virtual: This is not a virtual position
Position Description/PD#:
Program Support Asst (OA)/PD01885A and PD92115A Relocation/
Recruitment Incentives:
Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized 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.
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.
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-5 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 is defined as experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position and that is typically in or related to the position.
To be creditable, you must have one year of specialized experience equivalent to at least the GS-5 grade level.Examples of Specialized experience includes Administrative and clerical work of an office, Utilizing word processing, spreadsheets, database, and software to manage information; Manages supplies and equipment by interfacing with supply, Maintaining time and attendance records, Performing data collection and preparing reports; and Receiving calls and visitors and directing them appropriately.
You will be rated on the following Competencies for this position: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:
Work is sedentary. Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Driving an automobile or transporting self via public transportation. No special physical qualifications are required.
For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level.
Note:
Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.
You can verify your education here:
If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education
For further information, visit:
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. This job opportunity announcement may be used to fill additional vacancies.Pursuant to VHA Directive , 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.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer (TJO).
Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), for more information.VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.
This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.
As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.
This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.
This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being-
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