Administrative Office Assistant - Ann Arbor, United States - Department of Veterans Affairs

Description

Summary

The Administrative Support Assistant position is in Pathology and Laboratory Medicine Service under the general supervision of the Supervisory Histotechnician (PALMS).

The incumbent provides administrative support and function as a principal program support position for the service.

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Overview

• Accepting applications
• Open & closing dates

05/02/2024 to 05/09/2024

• Salary

$54,061 - $70,280 per year

• Pay scale & grade

GS 7

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Location

1 vacancy in the following location:

• Ann Arbor, MI 1 vacancy
• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -* Work schedule

Full-time -* Service

Competitive

• Promotion potential

None

• Job family (Series)

0303 Miscellaneous Clerk And Assistant

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBSR NL

• Control number

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This is an internal job announcement open to current, permanent LTC Charles S Kettles VA Medical Center and CBOC employees.

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Duties

Some duties include, but are not limited to:

• Transcribes pathology reports from dictation or handwritten copies.
• Transcribes clinical histories, gross, microscopic and diagnoses for surgical, cytology autopsy and other pathology specimens.
• Verifies that all information in computerized records and references corresponds with information dictated by the pathologists.
• Alerts the pathologists regarding discrepancies in CPT codes discovered during the transcription and/or coding process.
• Contacts the reference laboratories to resolve problem
• Prepares minutes and agendas for the monthly Pathology and Laboratory Medicine Service supervisors, general staff meeting, and other meetings.
• Coordinates the daily compilation of quality assurance information such as autopsy reports, surgical case review report.
• Maintains a tracking system for outgoing and incoming slides to other hospitals in the country
• Requires knowledge of timekeeping system, employee tours of duty, overtime, compensatory time, schedule changes and daily posting of time.
• Provided training for other staff
• Verifies that all information in computerized records and references corresponds with information dictated by the pathologists.
• Enters CPT coding into VistA from Pathology reports to provide statistics and to support MCCR billing.
• Alerts the pathologists regarding discrepancies in CPT codes discovered during the transcription and/or coding process.
• Knowledge of a timekeeping system
• Received training on how to train others

Work Schedule: 8:00 AM - 4:30 PM, Monday through Friday


Compressed/Flexible:
Not authorized


Virtual:
This is not a virtual position.

Position Description/PD#:
Administrative Office Assistant (OA)/PD0100-0


Relocation/Recruitment Incentives:
Not authorized

Critical Skills Incentive (CSI): Not approved

Permanent Change of Station (PCS): Not authorized


Financial Disclosure Report:
Not required

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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, 05/09/2024.

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.

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:
Transcribes pathology reports from dictation or handwritten copies. Transcribes clinical histories, gross, microscopic and diagnoses for surgical, cytology autopsy and other pathology specimens. Verifies that all information in computerized records and references corresponds with information dictated by the pathologists. Enters CPT coding into VistA from Pathology reports to provide statistics and to support MCCR billing. Alerts the pathologists regarding discrepancies in CPT codes discovered during the transcription and/or coding process. Contacts the reference laboratories to resolve problem. Prepares minutes and agendas for the monthly Pathology and Laboratory Medicine Service supervisors, general staff meeting, and other meetings. Coordinates the daily compilation of quality assurance information such as autopsy reports, surgical case review report. Maintains a tracking system for outgoing and incoming slides to other hospitals in the country. Requires knowledge of timekeeping system, employee tours of duty, overtime, compensatory time, schedule changes and daily posting of time. Provided training for other staff.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Graduate education or an internship meets the specialized experience required above GS-5 only in those instances where it is directly related to the work of the position. One full year of graduate education meets the requirements for GS-7. Two full years of graduate education or a master's degree meets the requirements for GS-9. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended.

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 1 full year of graduate level education or superior academic achievement.

You will be rated on the following Competencies for this position:

• Attention to Detail
• Clerical
• Communications

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:
While work is partially sedentary, there are demands for typing, computer using, standing, walking, bending at times.

Employee may require some walking around the laboratory, as well as carrying light items such as paper, files, slide trays, and books.

No special physical qualifications are required to perform the work.

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

This job opportunity announcement may be used to fill additional vacancies.

Pursuant to VHA Directive , 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.

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• Benefits

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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.

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Review our benefits

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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time.

If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.

Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy:
The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members:

Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.