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Summary The Lead Program Support Assistant position is in the Eligibility and Enrollment Section of Health Administration Service (HAS) at the Bronx VA Medical Center (Bronx AMC). This position will provide leadership support to management and administrative direction for HAS, Senior management and clinical, medical staff and other service and care lines. Responsibilities Lead Eligibility Related Duties: The Lead PSA will be responsible for assuring staff makes the appropriate eligibility determinations for VA healthcare which requires an extensive knowledge of VA laws, directives, guidelines, policies, and procedures. Incumbent will ensure all Veterans are registered within 5 days of receipt of their application for VA Healthcare services. New eligible Veterans will receive appropriate appointments and receive proper notification either by letter or post card. Responsible for coordinating and supporting mechanisms for successful data capture. Coordinate the collection of data concerning patient care activities, makes computations as required and reports monthly, quarterly, or annually to management . The incumbent will be responsible to ensure accurate, timely and consistent data is entered into the Medical Center database. Also, the incumbent will provide the vision for development of monitors in measuring all data input. He/she will establish in-depth training to ensure that HAS and other identified Medical Center staff are educated and accountable for data management. Lead Administrative Program Management Duties: Distribute and balance workload among employees in accordance with established workflow and rotation schedule. Ensure timely accomplishment of the assigned workload and assure that each employee has enough work to keep busy. Keep in touch with the status and progress of work and make day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs, which cannot be disposed of promptly. Give on-the-job training to new employees in accordance with established procedures and practices. Check on work in progress, review completed work of newly trained employees to ensure correct procedures have been accomplished. Ensure staff are fully trained able to interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities to include PACT. The incumbent will provide one on one when necessary and must have extensive knowledge of clinic procedures and regulations; skill in operating computer systems and applications, such as Vista, CPRS, and Microsoft applications to accurately enter or extract information. Personnel Training/Safety Management: Responsible for staying abreast of possible safety issues that may contribute to injuries or impede the continuation of processes or procedures necessary to keep the Medical Center's functions from interruption. Appropriate action will be initiated, and the Supervisor will be informed. Coordinate with the supervisor for organizing and scheduling all mandatory training and education of all staff to include the CBOC and Outpatient Clinic administrative personnel. Ensure policy adherence, task reviews, delegation of work developing and managing databases necessary for tracking quality improvement, training/participation and making recommendations as to funding and policy issues based upon the information collected is provided to Supervisor. Policy/Procedure Management: Assists in orienting and advising physicians, residents and interns in VA regulations, policies and procedures on patient care medical administration matters and serves as a Team Advocate when current policies impair efficient and effective patient care. Assist the Care Lines and Services in the development of policies and procedures for workload management. Applies an extensive knowledge of various VHA directives, VA policies and publications pertinent to patient care, (i.e., monetary benefits, methods of applying for death benefits, eligibility for care, etc.) and the priorities associated to them, (i.e., travel regulations). Analyzes situations to determine what decisions can be made or if advice of a higher authority is needed on special problems that may involve public relations. Monitors patients' enrollment information to the outpatient clinics ensuring accurate eligibility is reflected and enrollments are active. Handles all assorted tours of duty for each individual and enters changes of tours as they occur. Maintains tour of duty lists. Timekeeper/ Miscellaneous Duties: Incumbent is responsible for timekeeping duties for all full-time, part-time employees under the HAS T&Ls. Incumbent utilizes the Time and Attendance (PAID) computer programs. Performs other related duties assigned. Work Schedule: Monday -Friday 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Lead Program Support Asst (OA)/PD49619O 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, 12/13/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and requirements, you must be able to type at least 40 words per minute. You may qualify based on your experience as described below: Specialized Experience GS-07: 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 with specialized experience equivalent to the next lower grade level (GS-6) in Federal Service that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the Program Support Assistant position, and that is typically in or related to the work of this position. Examples of specialized experience would typically include, but are not limited to: Ability to communicate tactfully and effectively, both orally and in writing, when rendering services to customers (patients) from diverse backgrounds to meet program objectives. Knowledge on providing administrative and technical support for the management of various programs. Knowledge of office administration, correct grammar, spelling, punctuation and required format of VA Correspondence, reports, etc., and ability to interpret complex written procedures; Skill in word processing and and utilizing office automation software such as Microsoft Office (Word, Excel, and PowerPoint). Experience managing records and file of creation and maintenance of staff and/or patients, scheduling appointments, knowledge of medical terminology. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You will be rated on the following Competencies for this position: Clerical Communications Computer Skills Manages and Organizes Information 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. Typically, the person in this position may sit comfortably to do the work. However, there may be some walking, standing, bending and carrying of light items like papers or books. No special physical demands are required to perform the work. 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.