Program Support Assistant

Summary

The position is located within the Home Based Primary Care (HBPC) Specialty Patient Aligned Care Team (PACT) at the Birmingham Veterans Affairs Health Care System (BVAHCS).

About the Role

Serves within the Home Based Primary Care (HBPC) Specialty Patient Aligned Care Team (PACT) to support programs in Birmingham - Alabama - and the surrounding areas of Jasper - Guntersville - Childersburg - and Huntsville Community Based Outpatient Clinics satellite teams.

Responsibilities

• Performs routine administrative and miscellaneous clerical work
• Resolves problems associated with the administrative - clerical - and clinical work of the office
• Collects - compiles - and/or tracks data and statistical information
• Aids in planning - reviewing - and reporting of data/statistical results of studies
• Establishes protocols for incoming data - organizes computerized data sets and retrieves computerized data
• Reviews documents - reports - and/or applications for omissions and inconsistencies
• Completes special research projects in support of the policy development and/or technical activities of the program
• Assembles and summarizes data - background information - and other materials from publications and other sources
• Recognizes the need for - and coordinates - the work of the office with the work of other offices
• Demonstrates knowledge of timekeeping package - Microsoft Word/Outlook/Excel - and other computer programs
• Operates and performs routine maintenance on facsimile and copy machines as well as personal computers and printers
• Retrieves information to assist field staff with information needs by phone
• Adheres to patient privacy regulations and release of information procedures
• Demonstrates knowledge of spelling - grammar - and composition and the ability to determine and follow required formats for correspondence and reports
• Communicates verbally and in writing with a variety of people from different backgrounds and different levels of understanding
• Uses judgment in interpreting and adapting guidelines such as agency policies - regulations - precedent - and work directions for application to specific cases or problems
• Serves as a contact and referral person for patients and caregivers in the absence of the desired team member
• Advises patients - families - physicians - consultants - visitors - etcregarding many complex administrative policies and procedures
• Serves as the communication center for multiple teams of patients and for their supporting interdisciplinary team in the field
• Treats customers (veterans - their representatives - visitors - and all staff) in a courteous - tactful - and respectful manner
• Handles conflict and problems in dealing with customers constructively and appropriately
• Plans - organizes - establishes priorities while meeting time constraints
• This includes working both independently and as a member of the team
• Affords assistance with the procurement of small items and equipment
• Demonstrates the ability to assess the effectiveness and efficiency of the program and to recommend resolution of problems in a full range of administrative activities
• Performs other duties as assigned by management

Requirements

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; religious; 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.

Qualifications

• To qualify for the GS-07 grade level - you must possess at least one (1) full year of specialized experience equivalent to at least the GS-06 grade level in the federal service.
• This experience must have equipped you with the particular knowledge - skills - and abilities to perform successfully the duties of the position - and must typically be in or related to the work of this Program Support Assistant position.
• Examples of qualifying GS-06 level specialized experience include - but are not limited to: providing administrative - clerical - and program support assistance in the day-to-day operations of an office or service line; assisting with the tracking or programmatic data - compiling metrics - and identifying missing information or inconsistencies for staff review - participating in team meetings too coordinate administrative workflows - track data - and assist with document preparation to support team deadlines and compliance goals; maintaining database registries - tracking files - and processing administrative documentation to ensure office objectives are met.
• 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/.