Program Support Assistant (Office Automation)

Program Support Assistant (Office Automation)

Duties may include but are not limited to:

• 1. (5%) Outreach and Teaching - The incumbent is responsible for scheduling, preparing materials and assisting with employee engagement, and veteran appreciation activities organized by the outpatient clinics. This includes serving as the point of contact for multiple community stakeholders to include veteran support organizations, workforce solutions, and other local agencies supporting these events. The incumbent will be responsible for coordinating presentations from the clinic leadership to new employees. Incumbent must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information.
• 2. (30%) Clinic Correspondence - The incumbent will be responsible for incoming and outgoing materials such as correspondence, reports, memoranda, suspense, congressional requests, guidelines, report of contacts, request for supplies, performance appraisals, performance standards and other forms of written communications.
• 3. (30%) Program Data Management - The incumbent is responsible for assisting the clinic leadership in fulfilling national and local requirements to include tracking patient and stakeholder data, data gathering needed for recurring and non-recurring statistical reports, and program audits. The incumbent is also responsible for properly recording and tracking performance measure data for the clinic utilization to include accessing and compiling data from VSSC and other data cubes as appropriate.
• 4. (5%) Dispatcher - The incumbent will monitor of all required equipment will be kept and tracked on an inventory as appropriate. Receives all incoming mail for the clinic. Screens, reviews and dispatches mail to clinical staff, and determine priorities and proper routing within the service, ensuring the AO, CMO, and NM are advised of all matters requiring their attention. Serves as liaison with facility management and employees for all maintenance problems such as heating, air conditioning, faulty plumbing and lighting located within the clinic. Enters work orders for maintenance issues as items are identified.
• 5. (5%) Clinic Computer Formats - The incumbent in collaboration with HAS staff is responsible for the development and implementation of new clinic computer formats as needed by staff trainees and coordinates such clinics. The incumbent is responsible for initiating EPAS requests for all new staff arriving at perspective clinic, and work in collaboration with services to ensure proper menu's and keys are issued based on occupations.
• 6. (10%) Record Keeping - The incumbent maintains accurate and current records as needed per VHA/VCB requirements. The incumbent is responsible for ensuring that all electronic database and all other records are maintained in a suitable and complete fashion. The incumbent will follow all procedures consistent with meeting JCAHO, OIG and/or other applicable standards in force at the time. Establishes, maintains, and dispositions administrative files. Maintains the filing system, which includes correspondence, reports, personnel and training records, project files, publications, and directive material.
• 7. (10%) The incumbent attends and takes minutes for various meetings chaired or organized by the CMO, AO, and NM. The incumbent also assists with maintenance of the outpatient clinic SharePoint sites, service line folders, and program materials needed for veteran distribution and all activities.
• 8. (5%) The incumbent maintains all materials, administrative and publication files to include the most current copies of VATVCBHCS, and VHA policies and procedures; the incumbent assists staff members when they in need of locating specific policies.

Work Schedule: 8:00 am - 4:30pm (Monday through Friday)

Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc telework may be offered when deemed necessary by the department.

Position Description/PD#: Program Support Assistant (Office Automation)/ PD 00383A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized