Administrative Specialist

Summary

The position is located in the Department of Veterans Affairs, Veterans Health Administration, Mid-Atlantic Health Care Network (VISN 6), Charles George VA Medical Center, Asheville, NC (CGVAMC). Charles George Veterans Affairs Medical Center (CGVAMC) is a Joint Commission accredited, tertiary referral, 1C facility that provides the full spectrum of health services to over 47,000 Veterans residing in a 23-county area of Western North Carolina.

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Duties

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Duties include, but may not be limited to the following:Management Analysis

• Performs management analyses
• Research projects and provides advisory services on technical compliance
• Data integrity, and achievement of numerous and varied performance measures for Primary Care Service Line management and subordinate clinics
• Work reviews compliance and data integrity; includes numerous and varied performance measure activities, and PACT Team processes, with emphasis on systems redesign and improvement across local primary care sites
• Analyses, recommendations, and solutions are produced using a variety of tools including VSSC reports, Pyramid Analytics, VistA reports/program functions and Microsoft Office
• Resulting data includes trending and identifying gaps/discrepancies to assess program compliance and propose changes and/or improvements based on the completed analysis
• Conducts engineered time standard studies of clerical, technical and professional functions related to primary care teams and activities

PCMM Coordination

• Management of patient panels in primary care through consistent use of PCMM supports system redesign and allows facilities to provide improved healthcare delivery for patients through their assigned PCPs and PACT teams within the system
• Ensures the integrity and accuracy of Asheville VA's PCMM database for Primary Care
• Works with clinic support staff, clinic managers, clinical service chiefs, CBOC, DSS, VISN and headquarters staff to maintain the integrity of this program and data and is involved in local reviews leading to recommendations that may impact PCMM application processes
• Provides input to the Primary Care Service Line, VISN and national program managers on process challenges, program issues, and other problems for correction and/or /improvement
• Establishes and manages PCMM team and position set ups for Primary Care and specialty PACT teams
• Sets maximum panel sizes (based on analysis of provider licensure, FTE, patient intensity, support staff, treatment rooms and specialty PACT adjustment factors), program clinical alert notification levels, and establishes preceptor to associate provider links
• Monitoring and maintaining provider profiles, monitoring panel sizes, oversight and correction of transmission efforts, and review/recertification of incorrect patient assignments, ensuring timeliness and accuracy of data input, monitoring tracking and management of any primary care Electronic Wait Lists (EWL) and identification and appropriate disposition of patients with duplicate PCMM assignments
• Provides advice to all staff involved with PCMM, troubleshooting, and coordinating processes
• Trains, directs, and assists Primary Care administrative staff in the assignment of patients to PACT teams and removal of patients from the database when discharged from Primary Care

Appointment Management Clinic Profiles

• Establishes, monitors, and maintains clinic profiles for Primary Care. Advises medical/administrative staff on creating new clinic profiles or making changes to established clinics
• Proper configuration of clinic profiles in the Medical Center computer system has direct bearing on scheduling, flow, and processes within individual clinic, how workload is captured, and effective reimbursement of Medical Care Cost Finance (MCCF) funds
• Works with MCA staff and clinical services to ensure the clinic stop code information corresponds with the MCA stop code identifiers
• Coordinates with MCCF staff to determine if clinic services are billable and verifies with Health Information Management Section (HIMS) that the appropriate ICD-10 and CPT codes are entered on the electronic encounter form setup
• Ensures that Advanced Clinical Access is incorporated into all profiles within Primary Care

Automated Data Processing Application Coordinator (ADPAC) Duties

• Functions as the backup to the ADPAC offering technical advice on VistA application(s), including associated menus, options, security keys, and files
• As necessary, is the liaison to OI&T on PCs, ADP equipment (printer, scanners, etc.), Microsoft Windows software, VistA applications, and related information technology issues
• Provides and or coordinates training on VistA applications
• Troubleshoots hardware and software problems using guidelines, procedures, and policies
• Establishes, monitors, and maintains the PACT Team clinic profiles for Primary Care
• Offers advice to the medical/administrative staff on creating new clinic profiles or making changes to established clinics

Performs other duties as assigned.

Work Schedule: Mon-Fri 7:30AM-4:00PM

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/ PD04437A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/03/2026.

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-09 position you must have served 52 weeks at the GS-07. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledges of the principles, methods, and tools for automating, developing, implementing, or administering database systems; identifying and analyzing problems; uses sound reasoning to arrive at conclusions; finding alternative solutions to complex problems; distinguishing between relevant and irrelevant information to make logical judgements; identifying a need for and knowing where or how to gather information; organizing and maintaining information or information management systems; and working with clients and customers to assess their needs, providing information or assistance , resolving their problems, or satisfy their expectations, OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree; or 2 full years of progressively higher level graduate education leading to such a degree, or LL.B. or J.D., if related. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond bachelors degree.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional information

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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.