Summary The Program Support Assistant (PSA) works as an assistant to the Administrative Officer (AO) for Mental Health Service and responsible for the management of a wide variety of Clinical Program administrative elements. The PSA is responsible for assessing and managing a broad spectrum of situations and problems that arise daily, as well as preparing recurring statistical reports and performing data analysis. Responsibilities Major duties include, but are not limited to: The Program Support Assistant will develop and maintain a system of records for each of the areas of responsibility that will provide documentation to meet the requirements of not only the Medical Center itself, but also of a number of accrediting and inspecting agencies such as the Joint Commission (JC), the Inspector General (IG) Commission on Accreditation of Rehabilitation Facilities (CARE) and finding sources for enhancement of Clinical Programs within the VA. The Program Support Assistant is expected to modify and maintain databases that will organize information from the system of records for each of the areas of responsibility. The Program Support Assistant will utilize these databases to analyze this information and make reports for internal program evaluation as well as those required by outside regulatory bodies described above. The Program Support Assistant will work with the AO and Clinical Program Directors to ensure that requirements imposed by each major program area are met within time limits and to assist in resolving potential problems. The Program Support Assistant is expected to make decisions and recommend actions and/or changes in procedures based on the development and evaluation of information from a variety of sources and on his/her knowledge and experience. The Program Support Assistant is the administrative resource for the MHS Clinical Programs. The Clinical Programs have clinics which function in various physical locations and have a core staff of clinical personnel. The Program Support Assistant is the administrative focal point for the program as regards operations management; including personnel staffing issues, funds control point/budget, workload adjustments, supplies, space arrangements, data collection, timesheets, and analysis, etc. The Program Support Assistant is the focal point for daily clinic operation management and for all reporting and other management information needed regarding the Clinical Program. The Program Support Assistant also works closely with the clinicians in the Programs to assure that their needs are attended to and will cross train other staff in the Mental Health Service to insure coverage. Program Support Assistant is responsible for the daily management of human resources issues associated with the Clinical Program. Program Support Assistant assists with the scheduling of physicians and other professional staff. Program Support Assistant assures that the Clinical Program has the appropriate equipment, supplies, equipment repairs, space, etc., manages requests for services and resources needed by the Clinical Program. The Program Support Assistant conducts annual equipment inventories and is responsible for tracking preventive maintenance and supply inventory control. Program Support Assistant also takes responsibility for environmental issues which affect the Clinical Program. Such issues can include furnishings, janitorial matters, supplies, general repairs, etc. Negotiates clinic resource needs with the clinical leadership and with senior operational managers. The Program Support Assistant is responsible for assuring that accounting systems capture all clinic workload, revenue generation, etc. The Program Support Assistant will collect and validate this service utilization data. Program Support Assistant assures that a management information system is in place and routinely communicates pertinent data to clinic staff and other Medical Center entities. Routinely participates with management to improve data collection tools, effect cost control systems, and enhance patient revenues. Prepares all recurring and nonrecurring reports and collects data necessary for those reports. For example, quality measures, budget request, and personnel appraisal. Program Support Assistant is routinely responsible for validating and analyzing data such as quality measures, veterans unique and veterans served collected. Program Support Assistant must assure that all patient (customer) service issues, such as clinical complaints, veteran's complaints, and staff complaints, are appropriately attended to; must verify that patient eligibility issues are addressed and assures that patients who have co-payment obligations are correctly identified and appropriately billed for services. Performing other duties as assigned. Promotion Potential: This position is at the full performance level. Work Schedule: Monday - Friday 8:00am - 4:30pm or as determined by supervisor. Telework: Ad-hoc - telework schedule will be determined by supervisor. Position Description/PD#: Program Support Assistant/PD08668A 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) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/24/2024. 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-07 position you must have served 52 weeks at the GS-06. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Skill in advising and instructing co-workers concerning policies and procedures of the Staffing Office, use of office equipment, priorities of the department, and general clerical and administrative procedures of the service. Possess knowledge of computer programs, such as Vista, ANSOS One-Staff, Microsoft Outlook, Word, Excel, etc. Thorough knowledge of the staffing, scheduling, and timekeeping activities. Able to organize and prioritize multiple requests; track, calculate, record and report productive and non-productive hours of floats and productive hours of per diem and registry nurses Maintain detail oriented manual and computerized records. Proficiency Requirement: In addition to meeting experience requirement, applicants must be able to type 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. You will be rated on the following Competencies for this position: Conflict Management Data Management Knowledge Management Organizational Awareness 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 generally sedentary but involves some walking, standing, bending, and carrying of lights items while working in all areas of the medical facility. No special physical demands are required to perform the work. Work Environment: The work is generally performed in an office, which is adequately lighted, heated and ventilated. This includes walking to other medical center areas or other buildings within the VA facility. 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 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.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.