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Veterans Affairs, Veterans Health Administration Program Support Assistant (OA) in Bedford, Massachusetts

Summary This Program Support Assistant (OA) position is located in the Nursing Service at the Bedford VA Healthcare Medical Center, in Bedford, Massachusetts. This position is a full-time at 40 hours per week. Responsibilities The Program Support Assistant (PSA) works in and is responsible for the administrative management activities of the Nursing Service by undertaking tasks related to working directly with Nurse Managers to coordinate staff work schedules (scheduled and unscheduled vacancies) for all the In-patient Nursing Units, timekeeping, administrative record keeping and answering the phone. Duties include, but are not limited to: The PSA provides major administrative support and completes a wide variety of support assignments. S/he is the major administrative support person responsible for the smooth and timey coordination of scheduling, manual and electronic data entry, and collation of statistical information, customer service, answering the phone, timekeeping and other support activities essential to the efficient management of the Nursing Service. The PSA acts as the main point of contact for Nursing Managers to request staff scheduling for ln-Patient units to safety staff the Nursing Units and provide customer service to all Managers and staff the In-Patient Nursing Units within the Hospital. Manages time and priorities to provide adequate staffing: makes adjustments in staffing for the Nursing department to adapt to census and staff availability to changes. Completes Nursing units staffing schedule for 24 hour coverage of both licensed and non-licensed nursing personnel. Fills in vacant shifts with intermittent and unscheduled hours or other available staff as directed. Assures that schedules for Nursing staff are posted as indicated by policy/union agreements. Posts daily staffing sheets at the office of the Patient Care Coordinator/ Associate Chief Nurse and assures that personnel are assigned properly. Ensures that the tracking of all absences is complete and accurate. Works with Nursing timekeepers and Nurse Managers to coordinate the tracking of absences. The PSA is the primary timekeeper for the Nursing Float Pool and Nursing Coordinators, at a minimum and tracks leave and interfaces with all staff to ensure computerized leave records are complete and accurate. She/he ensures that all leave requests including authorized absences are prepared and routed appropriately in compliance with VA requirements. Receives, reviews, sorts and distributes incoming mail including publications and regulations; establishes and maintains suspense control records on correspondence, recurring and non-recurring reports and other action documents and follow-up to ensure a timely reply or action. Assists Nurse Managers in the preparation of Unit work schedules; coordinating coverage for scheduled and unscheduled vacancies as required daily. Screens, tracks, and routes incoming/outgoing communications. Listens to customers and directs requests to appropriate service member. Serves on medical center committees as assigned Completes required yearly mandatory education Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:30am - 4:00pm Compressed/Flexible: Not Available. Telework: Not Available. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD00381A Physical Requirements: The work involves duties which are performed in an office environment. Employee is required to do some walking, standing, bending and carrying light material such as flies and papers. Occasionally required to lift moderately heavy boxes with assistance or the use of assistive devices. Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Notifications: This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. This position is a Bargaining Unit position. This position is covered by locality-based comparability pay. 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, 05/23/2024. Typing Proficiency Requirements: The Program Support Assistant (OA) Occupational Series 0303 includes a Typing Proficiency Requirement. To qualify for the position applicants must be able to type 40 words per minute typing speed. 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. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Grade Requirement: In addition to meeting the Typing Proficiency Requirements, applicants will also need to meet the grade level requirement. You may qualify based on your experience and/or education as 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. Examples of specialized experience would typically include, but are not limited to: knowledge of the basic principles and practices related to providing clerical and administrative support, customer service skills, the application of problem solving, and typing. NOTE: To be creditable, this must be supported by your application materials. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Successfully completed four (4) years above high school. Education must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an 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. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Clerical Computer Skills Customer Service (Clerical/Technical) Problem Solving 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. 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: 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: 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 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: 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: 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. 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 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.