Summary Incumbent provides support to the Medical Social Work Service at the John D. Dingell VA Medical Center. Services include clerical or technical support for a variety of programs including specialty programs and within the Medical Social Work Service. Will include preparing reports in various formats and presenting data to various organizational levels. Performs work involving the collection, completion and/or tracking of data and statistical information in support of the Medical Social Service. Responsibilities Duties include: This position requires scanning data, which includes Advanced Directives, Guardianship information and Non-Institutionalized Care (NIC) visit sheets. Provides general clerical public contact support services, such as greeting customers, answering the telephone, referring visitors, or providing information about the service and its functions Independently handles calls that can be answered personally or that require quick response and forwards information to appropriate personnel for action. Plans, coordinates, and accomplishes a variety of program support tasks, such as recording/tracking specific program data and preparing and compiling data for special reports. Consolidates statistical and narrative data for reports and/or management review. Performs basic analysis of data to recognize trends and compiles data to prepare monthly, quarterly, and annual reports. Researches, collects, and compiles statistical data and other information for special reports, as requested. Independently maintains EOC work orders to ensure reports and correspondence are submitted on or prior to established deadlines. Performs various duties as a Work Order Clerk, Key Control Representative, ADPAC, PIV Sponsor and Timekeeper. Other major functions of this role includes: creating statistical and administrative reports from a variety of sources, using the Microsoft Office software package as it applies to office automation, training new employees as to the administrative requirements of their jobs in the program, and administrative/office support experience in a clinical setting (preferably in a mental health or medical setting or other comparable clinical setting). Incumbent must be able to plan and coordinate a high volume of work flow, which involves trouble shooting and compiling data for social work performance metrics. Showing courtesy, respect and a positive attitude toward patients, co-workers, and the public. Provides front-line assistance to customers with questions or concerns. Demonstrates ability to collaborate, communicate, set priorities, and organize work in order to meet deadlines and to ensure compliance with established processes, policies, and regulations. Applies discernment and sensitivity when performing tasks required to resolve issues accurately and timely. Facilitates any necessary follow-up so as to ensure satisfactory resolution. Communicates tactfully and effectively, both orally and in writing, in order to meet program objectives. Demonstrates advanced knowledge of technical health care processes as they relate to patients' access to care. Demonstrates advanced knowledge of managing office operations and in particular, independently utilizes various reference sources. Utilizes computerized programs and databases in order to enter, modify, and retrieve sensitive information and various data into or from electronic medical records, travel systems, and/or reporting formats. Maintains patient confidentiality with written and verbal information, per HIPAA requirements. Works in a proficient and self-directed manner in order to accomplish a wide variety of tasks, to include setting priorities and coordinating work. Complies with Employee Education requirements by completing mandatory annual assignments through the TMS and complies with any other training or education requirements as determined by the supervisor. Provides support in personnel matters by preparing time cards, assisting with arrangements for staff coverage, assisting with orientation of new staff and students. Manages office activities including ordering supplies, maintaining equipment, triage walk-ins and maintaining records. Serves as a Personal Identification Verification (PIV) Sponsor - verifies applicant information. Serves as the Automated Data Processing Application Coordinator (ADPAC) for the care line Advises key staff and supervisors of discrepancies and appropriate policies and procedures. Ensures timecards are accurate with no exceptions showing prior to certification. Follows up to make sure timecards are certified and appropriate supervisors have approved OT/CT requests and corrections. Maintains files on documentation associated with leave usage as necessary. Works with Human Resources and associated supervisors in support of employees on FMLA and OWCP. Assists employees in the completion of LWOP and FMLA requests. Maintains documentation on LWOP, OWCP, FMLA and other forms of leave usage. Independently reviews new timekeeping policies, procedures and manuals and informs staff of changes. Follows up to make sure corrected timecards are certified and appropriate supervisors have approved OT/CT requests Work Schedule: 8:00 am to 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD917570 Financial Disclosure Report: Not required 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 all requirements by the closing date of this announcement, 09/30/2024. 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 by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. 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. Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. Applicants who were previously selected under a Competitive Delegating Examining Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience working with standard operating procedures; Experience accessing and extracting data from various sources to create spreadsheets and reports; Experience coordinating the workload and oversight of administrative processes; Experience retrieving data and generating correspondence, forms, and reports; Experience communicating both verbally and in writing. You will be rated on the following Competencies for this position Customer Service Manages and Organizes Information Clerical 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: Work has a significant amount of sitting but also involves walking, standing, bending, stooping, and carrying items such as manuals or files. This position also requires the ability to withstand stressful situations. Work may be performed outside; outside and inside; in excessive heat; in excessive cold; excessive humidity; excessive dampness or chilling; dry atmospheric conditions and moderate noise (intermittent). Additionally, light carrying (under 15 lbs.) and pulling hand over hand is also required 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. 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.