Program Support Assistant

The Program Support Assistant provides problem resolution to support staff in a wide range of areas from time and attendance, credentialing, education requirements, supplies, computer assistance, PIV badge issues,correspondence preparation, office automation systems, time keepingand travel preparations.

Duties include andare not limited to the following:
Maintain Leave Schedules & Calendars for Staff and Residents;utilize an electronic calendar,

database or spreadsheet to document leave requests, vacations, lectures, and training sessions.

Function as the Records Liaison with responsibility for accurately filing and maintaining

material by subject matter either in hard copy or electronic format.

Serves as the initial point-of-contact for the Service Line;screen calls,direct callers to the appropriate personnel, screen allvisitors, and answer most questions onpolicy.

Assist/work directly with patientsand their representative to resolvenon-clinical issues.

Maintain a staff re-credentialing database and assist Staff with credentialing and recredentialing

requirements including current medical license and BLS.

Assist Staff & Traineeswith annual training requirements through TMS.

Review & appropriately respond to incoming correspondence including Secure Messaging.

Decipher and dispenseall incoming correspondenceto the unit and initiate actions,

for proper disposition.

Initiate and maintain control records and follow-up measures on incoming correspondence and action

documents to ensure prompt action.

Identify and create work orders for moves, equipment requests, etc.

Review all formal outgoing correspondence for proper format, grammar, punctuation, etc., in accordance with Agency correspondence guidelines.

Establish a working network of individuals at the the University of Minnesota and

Hennepin County Medical Center as well as several private practice physician offices.

Provide administrative and clerical support to Section Staff involved with VA research projects.

Coordinate processing of manuscripts and reports for public information; edit material for

correct structure, clarity, and arrangement of format for scientific journals and other media.

Maintain administrative oversightin maintenance oftracking logs, action items andsuspense items.

As primary Time Keeper, work with Supervisors to post time and leave; provide training to staff on attendance policies, and work exception reports.

Use graphical, spreadsheet, and database software packages (e.g., Excel) to produce tables and charts for program management and administrative use.

Schedule conferences, arrange logistics, prepare agendas, and notify participants.

Work Schedule: Day tour; hours may be flexible.

Position DescriptionTitle/#: Program SupportAssistantPD 60376-A

Probationary Period: May be required to serve a one-year probationary period.

Bargaining Unit Position: This position is covered by the American Federation of Government Employees.

Fair Labor Standards Act (FLSA) Status: This position is non-exempt from the Fair Labor Standards Act.

Basic Requirements:
U.S. citizenship. Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.

Specialized Experience. One full year ofexperience at the next lower gradeGS 4 or equivalent that demonstrates the applicant’s ability to perform the work, or provides familiarity with the work. Examples of Specialized Experience are clerical duties to prepare schedules &calendars, or work to edit correspondence, arrange conferences, or organization of training sessions, time keeping duties, or file maintenance and correspondence suspense management. OR

Education . Successful completion of 4 years of education above high school obtained in an accredited business, secretarial or technical school, junior college, college or university.

Experience/Education Combination. Equivalent combinations of experience and educationmay be used toqualify at the GS 5 level. Only education in excess of the first 60 semester hours(i.e., beyond the second year) is creditable toward meeting the specialized experience requirement.

Experience or Education: In addition to the basic requirements, 1 year of experience at the next lower GS 4 grade level or equivalent, OR4 years of education above high school, the candidate must demonstrate the following KSAs:

Demonstrated Knowledge, Skills, and Abilities

1.Knowledge ofcomputers, word processing, databases, Power Point to edit and prepare correspondence.

2.Skill in verbal and written communication to prepare education, training and medical documents.

3. Ability towork/function independently in a fast-paced environment to accomplish competing priorities.

4. Ability to provide verbal, written andonline customer service, directions, andtraining assistance.

5. Basic knowledge of time keeping duties and problem resolution.

If you are basing your qualifications on education, or a combination of education and experience, you must submit a copy of your transcripts (official or unofficial) or an appropriate course listing with your application.

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.

References: VA Handbook 5005, Part II, Appendix G36.This can be found in the local Human Resources Office.

Physical Requirements: Eligible applicants must be physically and mentally able to perform efficiently the essential functions of the position, with or without reasonable accommodation, without hazard to themselves or others. Depending on the essential duties of a specific position, usable vision, color vision, hearing, or speech may be required. However, in most cases, a specific physical condition or impairment will not automatically disqualify an applicant for appointment. The loss or impairment of a specific function may be compensated for by the satisfactory use of a prosthesis or mechanical aid.

All applicants are required to submit the following supporting document type(s):

• Resume

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:

• Cover Letter
• DD-214
• Executive Core Qualifications (ECQs)
• OF-306
• Other(VA Form 10-2850c Application for Associated Health Occupations)
• Other Veterans Document
• SF-15
• SF-50
• Transcript

VA Form 10-2850c – Application for Associated Health Occupations (required) . (Available at the VA Forms Website: http://www.va.gov/vaforms/search_action.asp?FormNo=10-2850&tkey=&Action=Search )

Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, etc. You will not be contacted for additional information.

Veterans’ Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), or 10pt (CP/CPS, XPP, XP), or for Sole Survivor Preference (SSP), on the Occupational Questionnaire in the section(s) provided. A legible copy of your DD214(s) indicating character of service, disability certification, SF-15 (if claiming 10 pt. preference) or if you are currently serving on active duty and expected to be released or discharged within 120 days; documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), or dates of impending separation. Documentation is required for eligibility verification.

Faxing Applications or Supporting Documents: You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options . The Vacancy ID of the job opportunity announcement is 2022254.

NOTE : If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.