Administrative Specialist

Veterans Health Administration • Fredericksburg, VA

10d • Onsite

About The Position

This position is located within the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Mid-Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC), under the Health Administration Service Line, at the Fredericksburg VA Clinic. This position reports to reports to the Assistant Chief of Health Administration Service. The primary duties of this position is to function as the administrative process and policy expert for Health Administration Service at Fredericksburg VA Health Care Center. The Administrative Specialist serves to enhance patient care access, quality of care, and satisfaction.

Requirements

• Must be a U.S. Citizen to apply for this job.
• 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.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Must serve a 1-year probationary period or 2-year trial period.
• 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-09 position you must have served 52 weeks at the GS-07.
• An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.
• Expert knowledge and skill in the use the computer and a wide variety of software such as Word, Excel, Power Point, Outlook.
• Experience with producing letters, memorandums and data to prepare a variety of specific working documents and forms.
• Experience as a PIV sponsor, VATAS timekeeper, TMS Administrator, key requester.
• Ability to communicate verbally and in writing with medical and non-medical staff and the ability to present clear and concise documents, monitors quality assurance indicators and performs assigned audits.
• Reviews clinic stop/encounter/consult report paperwork and report and updates manuals on policies/ procedures/operations.
• A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
• 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.
• 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.

Nice To Haves

• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Responsibilities

• Serves as the Human Resources Subject Matter Expert and liaison on behalf of Health Administration Service at the Fredericksburg VA Health Care Center.
• Performs duties and functions as a liaison with the Human Resources department related to VHA's efforts to recruit and retain highly qualified professionals and support staff.
• The position has delegated responsibility and authority to oversee the overall communication for Human Resources processes in Diagnostic Imaging for Fredericksburg.
• Facilitates planning, direction, and timely execution of policy, training, education, recruitment, evaluation, and/or data and surveillance projects/programs pertaining to Human Resources Activities.
• Serves as an additional ADPAC for Health Administration Service at Fredericksburg VA Health Care Center with responsibility for the management of the computer applications designed specifically for automation of the Section.
• Serves as a Veterans Affairs Time and Attendance System (VATAS) timekeeper; Personal Identity Verification (PIV) sponsor; Talent Management System (TMS) Administrator, and key requester for the assigned Outpatient Administrative Support, Central Registration Unit, and Health Information Management sections at the Fredericksburg VA Health Care Center.
• Assists in the planning, review, and reporting of data/statistical results of program/project studies, performs analysis of the data, and generates a variety of reports, coordinates incoming data from a variety of sources, reviews documents and reports for omissions and inconsistencies, and ensures data entry is complete and accurate.
• Provides guidance to the Health Administration staff at Fredericksburg VA Clinic on policies, budget, operations, programs, and procedures in collaboration with the Administrative Officer.
• Performs word processing functions to produce memorandums, correspondence, and minutes of meetings.
• Participates in developing the annual budget formulation and the execution process.
• The duty of the Contracting Officer Representative (COR) is to ensure that the government receives all that it has bargained for.
• A COR must be appointed for Architecture and Engineering, construction, hazmat contracts exceeding $25,000, all healthcare contracts for services, and multi-year service contracts.
• The Contracting Officer (CO) must delegate authority to the COR through an official delegation of authority letter which outlines the responsibilities and duties of the COR.
• The CO must conduct quarterly meetings with the COR to review mandatory reporting requirements, conduct Fiscal audits, review potential adjustments and funding justifications.
• CORs are subject to and must comply with all aspects of procurement integrity regulations related to disseminating contract information.
• Requests outside of the contacts listed should be referred to the Contracting Officer.
• The COR may represent the Program Office as the responsible party for developing procurement packages.
• CORs are the delegated business liaisons for the contract with other required personnel on station.
• CORs are required to be available to meet with and provide relevant contract information to station leadership in all phases of the acquisition process, from planning to administration to close out.
• Upon expiration of the contract, the electronic files shall be forwarded to the Contracting Officer.
• The COR is responsible for completing the training for FAC-COR certification, VHA supplemental training, and any additional training based on the complexity of the contracts they administer.
• Copies of training documentation must be submitted to the assigned CO and the Facility COR Manager.
• A copy of current training and FAC-COR certification must be retained in each COR contract file.
• Performs other duties as assigned.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
• Contact the hiring agency for more information on the specific benefits offered.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree