Summary This position is located at the William S. Middleton Memorial Veterans Hospital, Madison, WI (607) - a Level 1b Complexity VHA Facility and is organizationally aligned under the Patient Administrative Service. The incumbent collaborates with the VTS Mobility Manager for transportation workload forecasting, scheduling design, procedure development and quality improvement implementation, modification of processes, evaluation and ongoing operational flow of the VTS program. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES: Lead Responsibilities:50% Incumbent is responsible to the immediate supervisor for ensuring the equal and balanced distribution of the daily work assignments to the staff in accordance with established workflow; assure timely accomplishment of work assigned for each staff member and assure each employee has specific daily work responsibilities and the employees in the unit or team are carried out. Distributes and balances workload and tasks among employees in accordance with established workflow and/or job specialization. Monitors staff time and attendance as the alternate timekeeper for the VTS section. Incumbent coordinates and approves leave for short periods or for emergency situations only in the absence of the supervisor. In case of shortage of personnel due to scheduled or unscheduled leave, the incumbent will be responsible for filling in and for distributing the workload to other team members to ensure smooth workflow. Ensures timely accomplishment of assigned tasks and insures that each employee has enough work to keep busy. Monitors and reports on overtime usage by section and maintains records of hours worked by staff so production can be evaluated and reported as requested. Provides written instructions, reference materials and supplies, also gives instruction in specific tasks and techniques in relation to assigned positions. Mediates and resolves simple, informal complaints of the employees and refers to the supervisor anything more involved or requiring a supervisory decision. Also reports on performance, training needs, behavior issues, promotions, reassignments and recognition of outstanding performance and personnel needs to the supervisor. The periodic evaluation of the incumbent's performance regarding the operation and effectiveness of the VTS program will be reviewed by the immediate supervisor Maintains a current knowledge and remains current with all transportation and VTS policies, answers questions of other employees on procedures, policies and directives. Trains or arranges for the training of team members in the accomplishment of tasks or projects. Gives on-the-job training to new employees in accordance with established procedures and practices. Incumbent assists with initial and remedial training of newly hired medical personnel in program planning, VTS processes and eligibility, as well as newly hired VTS staff, in the absence of the Mobility Manager. Incumbent obtains correct and current information on daily procedures made by the supervisor on handling issues that may arise. Double checks work assigned to include scheduling of Veterans daily trips, eligibility and review, completed work assignments to ensure procedures, methods and deadlines have been met. Corrects work not meeting established standards and defers to the supervisor questions on matters not covered in meeting performance standards. Incumbent will request assistance from the supervisor for unforeseen issues that may arise such as short notice travel orders or special needs transports. Incumbent provides clarification on VTS regulatory issues that may arise by medical staff. Incumbent coordinates daily VTS and Vendor service practices that decrease wait and delay times for patients in all specialty areas by providing technical advice to respective outside vendor transportation organizations as it correlates with vendor policy. Reviews the Computerized Patient Record Systems (CPRS) Beneficiary Travel consult processing flow to ensure veterans that receive consultation services related to transportation are receiving government transportation in accordance with proper procedure and in a timely manner. Incumbent utilizes the Veterans Health Information System & Technological Architecture (VISTA), CPRS or SharePoint Consult/Request Tracking System in making recommendations with processing internal transport consultation improvements. This is accomplished through a daily review of necessary information needed to meet the accommodations for each trip in the transportation consult. Incumbent reports quality control and monitors recorded violations utilized in the internal consultation process in order to measure the success of efforts in providing effective care and to support the education of medical staff in the proper use of the electronic record to the supervisor. r. This is accomplished through maintaining an in-depth and detailed record of violations of the prescribed policies set forth, with misinformation on travel orders signed by authorized medical staff, which has a direct negative impact of the special needs for each patient during each specific trip. Work Schedule: Monday-Friday, 8:00am-4:30pm Position Description/PD#: Lead Transportation Assistant/PD20137O 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 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/12/2025. 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-7 position you must have served 52 weeks at the GS-6. 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. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: least one full year of specialized experience (equivalent to at least the GS-06 level in Federal service) that may include as a lead makes decisions regarding dispatching of vehicle; scheduling vehicles for repair and routine maintenance; scheduling patient transportation; scheduling vehicles for business purposes; filing and tracking trip tickets; dispatching drivers; dispatching vehicles; coordinating transportation; maintaining and updating electronic information; providing administrative support with processing transportation requests; providing support to others scheduling patients for transportation. You will be rated on the following Competencies for this position: Analytical Thinking Attention to Detail Interpersonal Skills Technology Application 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: A. Appropriate use of equipment, supplies. b. Maintain safe, orderly work areas. c. Report any accident to self, patient, fill out appropriate form. d. Follows Life Safety Management (fire protection) procedures. Reports safety hazards, accidents and injuries. Reviews hazardous materials/Material Safety Data Sheets (MSDS)/waste management. Follows Emergency Preparedness plan. Follows security policies/procedures. Complies with federal, state and local environmental and other requirements preventing pollution, minimizing waste, and conserving cultural and natural resources. e. Demonstrates infection control practices for disease prevention (i.e. hand washing, universal precautions/isolation procedures, including TB requirement/precautions. 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 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. 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.
