Summary The position serves as the Program Support Assistant for the Amarillo Specialty Care Service and serves under the direct supervision of the Administrative Officer. This position provides a wide range of administrative management duties. The position independently plans and carries out assignments vital to Specialty Care Service operations and management of personnel. The incumbent will receive assignments and instructions and is expected to complete work which will be assessed by leadership. Responsibilities Performs work related to the practical and technical aspects of office administration including issues related to personnel administration, student and residency program administration and support, data processing, project tracking, file management and preparation of correspondence and daily work activities. Work requires an in-depth understanding of the mission and how the functional areas interrelate along with a broad understanding and procedural knowledge of personnel and information processing so that the employee can perform duties and advise on how to apply processing procedures. Acts as Specialty Care Service Timekeeper, which includes maintaining all timecards for Specialty Care on a daily basis. This requires specialized knowledge of timekeeping rules and regulations regarding physician timekeeping for full time, part time, intermittent, and Fee Basis providers and keeping correct records for management of all employees' payroll information. Incumbent is responsible for intake, review, and reconciliation of Fee Basis invoices received from providers. Incumbent is responsible for compilation, maintenance, and renewal of Minimum Service Level Expectation agreements for part-time, intermittent physicians which includes review and oversight of physician subsidiary timecards. Completes all audits necessary from Fiscal Service. He/she will abide by the timekeeping rules and regulations set forth by the VA Healthcare System Payroll Office, DFAS, FSC and reports discrepancies to the supervisor. The incumbent is responsible for the following: independently managing the calendars for the Emergency Department, Inpatient Hospitalist, Medical Officers of the Day, and call block roster for TTUHSC Internal Medicine residents; creating and editing clinic profiles as needed with the Clinic Profile Team; routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail; performing a variety of Word processing assignments, maintaining a suspense file of all correspondence and action items. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters and updates pertinent information into established systems and distributes to relevant stakeholders timely. Maintains automated system of program specific data to track suspenses on such items as progress reports, compliance, etc. In conjunction with Specialty Care administration, incumbent as instruct creates and maintains all internal policies, procedures, standards of practice (SOP) as well as Medical Center policies and protocols that affect Specialty Care Service in providing care to patients and other customers. This includes initiating new policies as well as updating established policies, in a timely manner. Incumbent is responsible for performing electronic file maintenance work including updating and maintaining computer files and inventory; making backup copies; establishing and maintaining a uniform identification and archive library system; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks. Serves as the Talent Management System (TMS) Administrator for Service staff. Processes all validation requests. Runs appropriate TMS reports to ensure all mandatory training is completed in a timely manner and informs appropriate supervisory staff of any deficiencies. Acts as Personal Identification Verification (PIV) sponsor for Specialty Care Service staff, as well as Internal Medicine students and residents from Texas Tech University Health Sciences Center, in acquiring physical access to the Medical Center. This involves completing necessary paperwork and obtaining correct identification of each person escorted to Police Service for fingerprinting, automobile registration, etc. Incumbent will monitor and track trainee's and employee's expiration dates for all PIV badges and will assist same in acquiring updated badges and re-establishing access if needed. Acts as a liaison between clinic, and OI&T Service as it pertains to Service specific information and systems. Serves as a primary ADPAC with processing Electronic Permission Access System (EPAS) requests for employees within the Service, as well as YourIT requests; will also provide back-up support to other team members under Ambulatory Care Services as needed. Completes quarterly and/or 180-day reviews of Sub-Specialty Medicine employees to ensure VISTA keys are correct and appropriate for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings. Other duties as assigned. Work Schedule: Monday - Friday, 08:00am - 04:30pm Position Description/PD#: Program Support Assistant/PD012420 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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, 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, 04/22/2026. 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-06 position you must have served 52 weeks at the GS-05. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements. 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 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. 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. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
