Program Assistant

Company: Veterans Affairs, Veterans Health Administration
Location: Temple
Posted on: May 28, 2023

Job Description:

Summary Caregiver Support Program is a clinical program that focuses on the needs of both the eligible Veteran/Servicemember and the eligible Primary and Secondary Family Caregivers. This position will perform administrative and program analysis work and ensure program compliance for Veterans in the Caregiver Support Program. In addition, the incumbent provides general administrative assistance for the Social Work Service. Responsibilities Major duties include, but are not limited to: Serves as a Program Assistant in support of the CGSP Coordinator and other assigned multidisciplinary program staff. Aids the Program Coordinator in getting things accomplished through an extensive knowledge and understanding of the organization, regulations, methods, and the other tools or recourses of management. Assists in the establishment and enrollment of Veterans and Caregivers into the CGSP and acts as the liaison and provides coordination and collaboration of services with VA eligibility, travel, budget, non-VA care services and other departments throughout Health Care System (HCS). Responsible for timely clinical response to patients/callers that potentially have an emergent or urgent care need through prompt identification of the problem and appropriate clinical referral while exercising mature judgement and diplomacy. Maintains and tracks program national database and local census. The national database is a complex, nationally implemented, stand-alone computer program that is designed to monitor and manage local Caregiver Support Services throughout VA system. Database related duties include monitoring and maintaining profiles, oversight and correction of errors and changes. Processes all incoming correspondence, faxes and action documents; obtains hard copy patient records from VA Health Information Management Section or from the private sector; and prepares and coordinates correspondence for the CGSP and all local and VISN level appeal boards, congressional inquiries, and other national suspense's, inquiries and actions. Prepares the budget and completes monthly, quarterly, and annual reporting to meet National program requirements; monitors execution of national program funding. Manages fund control points for the CGSP and serves as a backup fund control clerk for the service. Maintains program records and all policies/procedures manuals to meet The Joint Commission, VHA standards, and records management regulations. Has primary responsibility for establishment, monitoring and maintenance of clinic profiles in caregiver support. Advises medical/administrative staff relative to creating new clinic profiles or making changes to established clinics. Proper configuration of clinic profiles in the Health Care System (HCS) computer system has direct bearing on scheduling, flow and processes within individual clinic, how workload is captured, and effective reimbursement of CGSP special funding. Maintains and posts time and attendance reports for CGSP staff using the automated system and in accordance with established procedures; maintains leave calendar; and, posts projected leave to the calendar. Functions as an ADPAC for CGSP staff. Troubleshoots technical problems users have with software packages and hardware issues. Designs studies, training programs and organizational strategies for identifying opportunities to improve customer service and quality processes. Work Schedule: Monday - Friday; 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Assistant/PD08645O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/31/2023. 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-06 position you must have served 52 weeks at the GS05. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintain and post time and attendance reports using the automated system. Use and access the various VA and Service automated systems and software. Prepare, justify, and/or administer the budget for program area; plan, administer, and monitor expenditures to ensure cost-effective support of programs and policies. Provide vital, sensitive, administrative program information to the Caregiver and/or Veteran, VA approved providers, and VA staff. Prepare reports using database, collect, compile, analyze, and present data regarding the integrity of the program. Process all incoming correspondence, faxes, and action documents. Prepare and coordinate correspondence for CSP, local and VISN level appeals boards, congressional inquiries, and other national suspenses, inquires, and actions. You will be rated on the following Competencies for this position: Clerical Computer Skills Database Management Systems Financial Management 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: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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. 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. 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. The 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/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, 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.

Keywords: Veterans Affairs, Veterans Health Administration, Temple , Program Assistant, Other , Temple, Texas