This position supports the Primary Care Service Line (PCSL) of the Erie Veterans Affairs Medical Center (EVAMC). Duties include completing and coordinating a wide variety of administrative, clerical and customer service tasks essential to the executive administration of the Service Line. EVAMC is a multi-site system with seven (7) Primary Care clinics and five (5) Community Based Outpatient Clinics (CBOCs) across northwestern Pennsylvania and northeastern Ohio.

Duties

Duties and Responsibilities of the Primary Care Service Line (PCSL) Program Support Assistant include: Performs primary timekeeping duties for time and leave units within PCSL. Includes daily posting of attendance, tracking of exceptions and timecard certification by supervisors. Serves as PCSL's record liaison. Establishes, maintains, and revises office and electronic filing systems with the appropriate level of security. Organizes, maintains, processes and disposes of routine and confidential paper and electronic files, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages and SharePoint content; coordinates correspondence and communication flow including that of a sensitive nature. Coordinates with facility record manager as needed. Runs the Action Required report and filters the No Status report for PCSL; maintains consistent communication with clinicians to resolve incomplete visits, incomplete and no status encounters, and incorrect duplicate visits on a regular basis. Assists the Administrative Officer, Clinical Services with equipment inventory, locating and documenting PCSL equipment across multiple sites ensuring necessary identification labels are in place. May serve on special committees, initiatives or projects in either a lead or supporting role. Enters work orders when needed; assists with supply purchases by coordinating with end user to identify exact product needed and follow through the procurement process. Responsible for managing key inventory and submitting requests when keys are needed. Consults with and provides education, guidance and technical advice to all service line staff including our CBOC partners regarding scheduling, consult management, unsigned notes, encounter completion, missed opportunities, PACT team assignments, Secure Messaging escalation, scheduling, Electronic Wait List management, New Enrollee Appointment Requests, and other related items/initiatives. Identifies and recommends ways of eliminating, combining, simplifying or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications. Works in concert with all staff, clinical and administrative, using considerable tact, diplomacy, civility and courtesy. Makes all necessary arrangements for PCSL staff when needed for travel and education requests; educates staff on proper documents needing completion and formally prepares and submits requests to PCSL and facility leadership for review. Schedules meetings and manages meeting logistics to include distributing agendas and setting up video teleconferencing systems and telephone lines. Transcribes minutes and documents in prescribed format for review/approval by meeting facilitator and distributes to appropriate staff. Ensures correct punctuation, spelling, grammar and formatting are used and maintains confidentiality. Oversees PCSL documentation related to Home Health authorizations from non-VA healthcare agencies. Coordinates with EVAMC Non-VA Care department to track PCSL's open cases. Follows up with clinicians to obtain proper signatures to close out pending orders, tracking progression throughout process. Prepares PCSL correspondence using Microsoft Suite products, such as Word, Excel, PowerPoint, and Outlook; ensures correct punctuation, capitalization, spelling, grammar, and conformance to style, using familiarity with medical terminology and departmental processes. Retrieves data from various sources (including Decision Support System (DSS) and VHA Support Service Center (VSSC), VISTA, CPRS, PCMM, Pyramid) to include in service line correspondence. Assists with items related to the program and administrative work of the PCSL in support of the Primary Care Medical Director. Understands and assists the service line Automated Data Processing Application Coordinator (ADPAC). Ensures completion of pre-requisite training for all PCSL employees. Serves as the PCSL TMS coordinator, completing administrative duties to ensure employee accounts reflect the correct supervisor, reset passwords and retrieve various types of training reports, coordinating with Education and OIT as needed. Work Schedule: Monday - Friday 7:30am - 4:00pm Position Description Title/PD#: Program Support Assistant/ 01418-O Physical Requirements: The work requires some physical exertion, such as periods of standing when teaching; some walking, bending, crouching, stooping, stretching, or similar activities when visiting work sites; and some moderate lifting and carrying. At other times the work is sedentary, requiring the use of a computer.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. Specialized Experience: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Performing administrative functions, office operations and technology support for an organization; Establishing and maintaining filing systems; Experience using automated software applications such as Microsoft Office Suite (Word, Excel, Access and PowerPoint); typing letters, memos, reports; Maintaining calendars and schedules. Qualifying Placement Factors: strong organizational and problem solving skills desired. You will be evaluated based on the following; Administrative and technical knowledge and understanding of clinical operations Extensive ability to utilize computer programs Multi-tasking, attention to detail, organize work, set priorities, determine resource requirements, and coordinate with other departments or organizations Customer service skills when working with internal and external customers. 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.

Education

There is no educational substitution for the GS-6 level.

Contacts

• Address Erie VA Medical Center 135 East 38th Street Erie, PA 16504 US
• Name: Krystal Jancze
• Phone: (412) 822-2222
• Email: [email protected]