Summary This position is located in Primary Care Service at the Cincinnati Department of Veterans Affairs, which is a diverse, multi-service medical network in southwestern Ohio, Kentucky, and Indiana. This position has first-line responsibility for several primary care programs and serves primarily as the program support assistant for the Primary Care Executive Leadership Team Responsibilities Major Duties: Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operation. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets (using programs such as Excel), and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Coordinates incoming data from a variety of sources. Generates and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies, etc. Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the organization. Completes special research projects in support of the policy development and/or technical/program activities of the organization. Assembles and summarizes data, background information, and other materials from publications and other sources. Generates reports related to the same. Processes incoming and outgoing materials such as correspondence, ROI, reports, memoranda, and other forms of written communication. Maintains filing system of same. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, and develops standard or form letters and replies to inquiries. Provides general clerical mail correspondence services, such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Advises the supervisor of important office issues arising during the supervisor's absence, and brings significant items in reports, files, and correspondence to the supervisor's attention. Records and completes the minutes of service meetings as needed for the Primary Care Service Executive Membership. Serves as the recorder and typist, the incumbent prepares minutes for a variety of committees and ad hoc groups/task groups, as assigned. All minutes are distributed electronically to appropriate personnel within 5 business days. Maintains suspense records on all correspondence and action documentations for which she/he is responsible, independently follows up on issues including but not limited to such things as hospital policies, procedures, congressionals, performance evaluations, and appraisals; provide necessary follow up for timely reply or actions. Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials. Obtains and monitors the use of services, supplies, or equipment for the office. Answers questions concerning policies and procedures related to support/office services and new projects, requests, and shifts in priorities and commitments. Arranges for office equipment repairs by contacting appropriate vendor and responsible party and preparing related paperwork. Responsible for coordination of all A&MM requirements, environmental management functions, basic repair/turn-in of equipment, and fiscal activities for the program. Incumbent prepares, and reviews purchase orders for supplies and non-expendable property such as equipment, to include specialized equipment necessary to the effective functioning of the service. The incumbent receives and refers visitors and telephone calls. Distributes mail and messages, recording the receipt, suspense, and completion dates as appropriate for the Primary Care Service administrative offices, directs visitors and calls to proper destination. Coordinates meetings, and/or schedules conferences, manages director's calendar. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. Primary timekeeper for several T&Ls associated with the Office of the Chief and backup timekeeper for all other Primary Care T&Ls, recording electronic timecards daily and submitting timecards to Primary Care VATAS Supervisor/T&L Approvers in accordance with VA timelines and performance measures. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm Telework: Ad-hoc telework may be available as needed by the service Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant - Primary Care/PD918720 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 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, 05/30/2023. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Skilled in interpersonal communication, ability to speak with and relate to internal and external customers appropriately and courteously, knowledge and organizational skills in prioritizing activities and work to coordinate a variety of projects and assignments simultaneously; ability to work effectively as a member of a team; knowledge in the use of clear, correct, and concise verbal and written communication to document and maintain detailed records and files; ability to compose letters, reports, and bulletins in draft or final form; knowledge of correct grammar, spelling, punctuation, including medical terminology; knowledge of various correspondence and report formats; skill in operating a personal computer, electronic mail, photocopier, TEAMS or conference call equipment, and other specialized equipment as required; knowledge of medical center procedures involving patient care; ability to adapt to and incorporate concepts and changes in management policies and procedures; ability to project trends, assess service needs, perform analysis, understand operational needs, ability to analyze past activities, budget, and personnel costs to increase efficiency; experience gathering and interpreting data and reports; ability to handle confidential information, and ability to exercise initiative and judgment to independently make decisions. You will be rated on the following Competencies for this position: Administration and Management Communication Computer Skills Health Information Exchange Interpersonal Skills Planning and Evaluating 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 employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, or small parts. 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 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 Interagency Career Transition Assistance Plan (ICTAP) and 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.