Administrative Support Assistant

Summary The incumbent reports to the Administrative Officer in the Primary Care Division (PCD) and provides administrative support at the VA Portland Healthcare System. Responsibilities The incumbent serves as the primary timekeeper for the Primary Care Division. The incumbent is responsible for the accurate and timely completion of timecards in the Centralized Veterans Affairs Time and Attendance System (VATAS). This includes staff in full-time, part-time, intermittent and consulting & attending roles. All timecards are prepared so that the Certifying Official can meet the required timecard submittal deadline. The incumbent is responsible for verifying the accuracy of time records, reviewing for compliance with established tours of duty, correct hours per employee schedule, appropriate holiday scheduling and use of compressed tour of duty. The incumbent is responsible for correctly determining hours of base pay, entitlement to pay for on-call/standby, call back, night differential, holidays, Saturday and Sunday premium pay, compressed work week, overtime, part-time hours, continuation of pay, unscheduled and compensatory time earned; and proper charges for annual leave, sick leave, leave without pay (LWOP), non-pay, absence without leave (AWOL), military leave, jury duty, authorized absence, sleep time and used compensatory time. Incumbent ensures proper documentation is maintained to support all pay and leave entitlements. The incumbent is responsible for identifying and reporting pay concerns as they relate to timekeeping for all new employees entering the federal service; individuals resigning or being terminated; any change in status and transfers for all Primary Care Division employees, to ensure proper changes in the timekeeping system. Incumbent is a Primary Care Management Module (PCMM) administrator for Primary Care Teams within the VA Portland Health Care System service area. He/she works in collaboration with Clinical Practice Managers and PCMM coordinator to maintain the PCMM database for all Primary Care throughout the hospital service area. Incumbent will provide assistance and technical level support from within the Primary Care Service or a comparable setting. Performs work in support of general management and/or program analysis functions in which knowledge of the purpose, operation, methodology and techniques characteristic of specific management/program analysis functions is required: specifically, for the Primary Care Management Module, which includes provider panels and the next available appointment. Incumbent will monitor alerts in PCMM and address requests for changes to teams and provider panels (e.g. patient relocation, death, provider changes). He/she will maintain accurate enrollment data and identify and correct discrepancies in the data base. He/she will use many forms of communication to monitor and maintain data as well as many forms of tracking database changes. Enters Primary Care information into PCMM system, enrolls patients into the Primary Care teams, and assigns patients to the appropriate provider within the PCMM system. Incumbent is responsible for monitoring and tracking of the Electronic Wait List (EWL) and grid panels for Primary Care. Work Schedule: Monday - Friday 7:00am - 5:30pm (Varying Tours) Telework Eligible: Yes, to be discussed during interview. Virtual: This is not a virtual position. Physical Requirements: The work requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items. Position Description/PD#: Administrative Support Assistant/PD216950 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 applicants time-in-grade (TIG) requirements and specialize experience within 30 days of the closing date of the announcement, 10/28/2024. 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 within 30 days 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. Specialized experience: You must have one (1) year of specialized experience equivalent to 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: Maintain accurate enrollment data, identify and correct discrepancies in the data base; Act as the primary timekeeper for the division; Verifying accuracy of time records, reviewing for compliance with established tours of duty, correct hours per employee schedule, appropriate holiday scheduling and use of compressed tour of duty; Generate & disseminate reports. NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. You will be rated on the following Competencies for this position: Compensation Computer Skills Health Informatics 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at 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.