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Summary This position is located at the Edward Hines Jr., VA Hospital, Hines, IL - a Level la Complexity VHA Facility, and is organizationally aligned under the Patient Administration Service (PAS). The primary purpose of this position is to serves as a Program Assistant under the supervision of the Assistant Patient Administration Service (PAS) Chief. Responsibilities The Program Assistant (Office Automation) provides direct support to administration to the Assistant Chief of PAS, as well as the PAS Supervisors, as needed. The position provides a wide variety of administrative support duties in support of overall administrative functions such as timekeeping, data management, clinical profile support, mail and e-mail communications. Duties include, but are not limited to the following: Collects, compilates, and/or tracks any needed administrative data/statistical information which is entered into the Patient Administration Service excel spreadsheets or TEAMS channels to maintain current information. Assists in the creation and distribution of monthly, quarterly and or semi- annual reports. The incumbent has a working knowledge of Microsoft programs such as: Word, Excel TEAMS, etc. to maintain information and statistics and to prepare results in the prescribed manner of reporting. Devises and maintains an internal control system for correspondence and maintaining a filing system for information pertaining to data analytics, clinic profile and administrative matters as it relates to issues needing to be addressed by PAS leadership/ Asst. Chief. Responds to suspense items and triages communications/inquiries received by email, phone, Secure Messaging, mail, and in-person requests to determine urgency and subject matter. S/he will provide exemplary customer service and attempt to resolve all matters as effectively and efficiently as possible. Conducts EIL management to include (scanning of equipment, processes tum-ins). Manages an inventory of expendable and non-expendable items. Serves as the PAS primary purchase card holder. Serves as the PAS backup Records Liaison- Medical Records Management. Work Schedule: Monday - Friday 8:00am-4:30pm Telework: Not Suitable Virtual: This is not a virtual position. Position Description/PD#: Program Assistant (OA)/PD234670 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 09/27/2024. 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-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. GS-6 Grade Requirements: 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: Collects, compilates, and/or tracks any needed administrative data/statistical information which is entered into the Patient Administration Service excel spreadsheets or TEAMS channels to maintain current information. Assists in the creation and distribution of monthly, quarterly and or semi- annual reports. The incumbent has a working knowledge of Microsoft programs such as: Word, Excel TEAMS, etc. to maintain information and statistics and to prepare results in the prescribed manner of reporting. Devises and maintains an internal control system for correspondence and maintaining a filing system for information pertaining to data analytics, clinic profile and administrative matters as it relates to issues needing to be addressed by PAS leadership/ Asst. Chief. Responds to suspense items and triages communications/inquiries received by email, phone, Secure Messaging, mail, and in-person requests to determine urgency and subject matter. S/he will provide exemplary customer service and attempt to resolve all matters as effectively and efficiently as possible. Conducts EIL management to include (scanning of equipment, processes tum-ins). Manages an inventory of expendable and non-expendable items. Serves as the PAS primary purchase card holder. Serves as the PAS backup Records Liaison- Medical Records Management. OFFICE AUTOMATION: Applicants must have the ability to type 40 words per minute and have experience with personal computer office automation software such as Word, Excel, PowerPoint, Outlook, and/or Spreadsheets. Clerical Customer Service (Clerical/Technical) Database Administration 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 incumbent is frequently exposed to hazards ranging from power tools to operating machinery, and chemical hazards while performing surveys. The work is typically performed in an office setting, requiring long periods of data entry, answering phones, and providing assistance to many customers, including staff within the Division. The incumbent may be required to occasionally travel to other locations of the Federal Health Care Center and its Community Based Outpatient Clinics. 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. Additional Information 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. 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. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.