Veterans Affairs, Veterans Health Administration Program Support Assistant (OA) in Des Moines, Iowa
Summary The Program Support Assistant position is located in Pathology and Laboratory Medicine Service at VA Central Iowa Health Care System at the Des Moines, Iowa campus. Responsibilities The purpose of this position is to support the Pathology and Laboratory Medicine Service (P&LMS) in administrative and clerical functions, enhance the efficiency and productivity of Pathology and Laboratory Medicine Service, and to facilitate smooth and accurate flow of information (both clinical and administrative) within and outside this VA Medical Center. The Program Support Assistant provides direct support to Laboratory Leadership and contracted pathologists as required for the day to day management of the Pathology and Laboratory Medicine Service operations. Duties include but aren't limited to: Performs Time and Leave Clerk duties for all P&LMS staff. P&LMS is a 24/7 service line with complex scheduling including approximately 40 staff. Service line includes staff working part-time, full-time, compressed tours, title 5 and hybrid 38 personnel. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Collects data and prepares spreadsheets as directed by the laboratory leadership, to be sent to local, VISN or national government agencies as required. Uses various Microsoft Office products to organize and report findings (i.e. Word, Excel, Outlook) and acts as a resource/educator for use of these products for laboratory staff. Manages office resources, orders office supplies, maintains office equipment and arranges repair of office equipment such as the computer, phone, copier, or fax equipment by placing help desk tickets or biomed work orders. Provides administrative support, guidance, direction and training to the part-time program support assistant. Reports to Lab manager on performance, progress and training needs of part-time program support assistant. Resolves simple, informal employee complaints regarding office concerns, refers more complex complaints to Lab Manager. Assists Laboratory Leadership with documents related to regulatory requirements such as documents required for C. A. P. certification. Maintains Credentialing folders on each pathologist, tracking 10% mandatory reviews and other data required for credentialing. Prepares laboratory quarterly Quality Assurance Reports for the department. Creates, updates and regularly reviews the laboratory budget spreadsheet. Tracks monthly payments, ensures yearly POs are sufficient to cover projected expenses, provides lab manager with feedback, and recommends adjustments for the next quarter. Transcribes Surgical and Anatomic Pathology dictation from pathologists and enters the anatomic pathology reports into the hospital computer system for the pathologist's review/signature. Dictation involves complex pathology medical terminology entered into a computer package that does not include spellcheck. Properly codes anatomic pathology reports, completes consults, and calls providers with new cancer diagnosis at the direction of the pathologist. Prepares autopsy data reports, Cancer Conference data/reports, and any other data collection or reports required by the pathologists or histology technician. Work Schedule: 7:00 AM - 3:30 PM, Monday through Friday Compressed/Flexible: Not Available Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD302220 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/30/2021. This position has a Selective Placement Factor that will be used to screen out ineligible candidates: You must be able to type at least 40 words per minute. You may qualify based on your experience and/or education s described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Specialized experience is experience where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using software applications such as word processing, spreadsheets, electronic mail, desktop publishing, calendar, database and/or graphics; answering telephones, referring visitors, and providing information. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education beyond high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience (TRANSCRIPT REQUIRED). The following is an example of how education and experience may be combined. This is an example only, and is not all inclusive: The position to be filled is a Program Support Assistant, GS-5. The applicant has 9 months of specialized experience and 75 semester hours of college (15 semester hours beyond the second year and the equivalent of 3 months of specialized experience). The applicant meets 75 percent of the required experience and 25 percent of the required education. The applicant meets 100 percent of the requirement for 1 year of specialized experience and is qualified for the position. Typing Proficiency Requirement: Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 40 words per minute typing speed. You will be rated on the following Competencies for this position: CommunicationComputer SkillsManages 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 in nature. 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, small parts, etc. Incumbent must have hearing acuity necessary to listen to dictated reports and to perform extensive telephone communication. Work Environment: The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms. The work area is adequately lighted, heated, and ventilated. Incumbent packages some laboratory specimens for transport, so must follow Standard Precaution Guidelines. 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 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.