Summary This position is located in the Ambulatory Care Section (AC&P) of Patient Business Service at the Dayton VA Medical Center in Dayton, OH. The Transportation Assistant provides administrative support associated with the Beneficiary Travel (BT) Program including determining eligibility, reimbursement, travel coordination, etc. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Major Duties: Determines Veteran eligibility status for BT mileage reimbursement and requests for payment of special mode transportation (ambulance, air ambulance, wheelchair, etc.). Processes BT mileage reimbursement requests, assigning the correct Fund Control Point (FCP) to each transaction. Serves as a liaison between medical center personnel, Veterans and their representatives requesting transportation, and is responsible for arranging and coordinating, ambulette, ambulance, and airline trips etc. at a cost most efficient to the Government. Assures all vendor billing information, BT data, and control point obligation data is entered correctly in the pertinent computerized fiscal budget accounts. Creates and maintains control point obligation accounts (1358s, 2237s, credit card) assuring all accounts are balanced and closed out at the end of every month. Ensures special mode trips are accurately assigned to the correct obligations. Must correctly interpret and apply all Federal, State, and local laws, guidelines, VA regulations and medical center policies relative to the BT programs and determine the correct program for which the Veteran has eligibility (e.g., Special Mode, Veteran Transportation Service (VTS), Mileage Reimbursement). Daily responsibilities include transportation appointment scheduling, collecting, compiling, and tracking data and statistical information in support of VTS and SMT programs. Maintains automated system of program-specific data to track items such as service project milestones, progress reports, program trends, performance measures, compliance strategies, etc. Exercises responsibility for preparing daily manifests of scheduled transports for the VTS program and other vendors supporting the transportation department. Exercises responsibility for workload and operations forecasting, review, and reporting of data/statistical results of program/project studies, vehicle maintenance and repair, etc. Reviews workload on a daily basis to validate accurate reporting of transports in the assigned automated system. Coordinates the day-to-day operation of transportation department flow, processes, and functions. Composes correspondence in reply to questions, complaints and explanations regarding eligibility for special modes of transportation, billing or delinquent obligations, and eligibility for beneficiary travel reimbursement. Answers inquiries from social workers, and medical staff members regarding mileage, eligibility for travel, reimbursement and amount of reimbursement from other VA facilities. Performs other related duties as assigned. Work Schedule: Monday-Friday, 8:00a to 4:30p Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: Incumbent will be exposed to stressful working situations that will require a mature attitude and collective reasoning to overcome. The incumbent is subject to a great deal of stress because of the high volume of work, the need for accuracy, frequency of interruptions and ever-changing demands due to program changes. 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications SPECIALIZED EXPERIENCE: At least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-05) in the Federal Service. Specialized experience is administrative experience that included responsibility for coordinating local transportation (considering maps/routes, mileage, schedules, etc.) for customers. 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 Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for 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. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Note: Per "Executive Order 14251: Exclusions from Federal Labor-Management Relations Programs", this position is no longer eligible for bargaining unit participation.
