Medical Administrative Assistant

Employer
USAJobs
Location
Hampton, Virginia
Posted
Apr 08, 2021
Closes
Apr 16, 2021
Hours
Full Time
Duties

Summary

The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center, Health Administration Service.

Learn more about this agency

Responsibilities

Duties and responsibilities for this position include, but not limited to the following:
  • Delegated full authority of the Chief, Health Administration Service, for administrative activities occurring on tour.
  • Interprets VA rules and regulations relating to determining legal entitlement to benefits relating to hospital admission, nursing home, dental, domiciliary, Non-VA Care, and outpatient care, dental treatment, patient transfer, pertaining to the administration of laws concerning VA.
  • Coordinates the resolution of medical.-legal problems concerning the Medical Center.
  • Ensures that appropriate legal, regulatory and policy requirements are met.
  • Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOA's), homicides, Code Blue, cost recovery matters, and facility or community disasters, etc.
  • Assumes control of communications and notification in event of local and civil disasters, in accordance with local facility disaster plan.
  • Provides administrative authority, guidance and advice to Medical Officer of the Day (MOD) and all other clinical staff concerning administrative matters necessary for operation of the Medical Center during other than normal tours.
  • Provides orientation and situational technical advice to physicians regarding VA policies and procedures.
  • Assists Medical Center staff with medically related legal problems, including involuntary commitments orders of protective custody, and management of unruly or severely disturbed patients.
  • Performs administratively as the MOD does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours.
  • Promotes harmonious working relationship among patients, public, and staff.
  • Directly intervenes when problems regarding patient activity occur, advising clinical staff of appropriate administrative action.
  • Observes, evaluates, and coordinates administrative activities with IRMS, Engineering, Laboratory, Radiology, Nursing and Environmental Management personnel, among others. Coordinates non-routine contacts received at the Medical Center after regular operating hours.
  • Receives and responds to non-routine patient condition inquiries and other administrative inquiries from concerned Veterans, families, visitors, law enforcement officials, representatives from private hospitals, Veterans service organization representatives, VA Central Office, Congressional offices, military personnel, private physicians, media, and the general public.

Work Schedule: Monday-Friday, 4:00pm-12:30am or 12:30am-8:00am/ Weekends and Holiday, 8:00am-4:30pm, 4:00pm-12:30am or 12:30am-8:00am
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administrative Assistant/PD2587
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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


Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/21/2021.

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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: A working and detailed knowledge of the functions of all positions for which he or she is responsible is required of the incumbent. A thorough knowledge and understanding of VA regulations, laws, policies and procedures which relate to the operations within the unit and those which affect the operations of the other units within the Health Administration Service. Incumbent must possess basis knowledge of legal entitlement to VA benefits; medical, dental and prosthetics. Knowledge of the VISTA computer system is essential to facilitate and monitor employee work performance and standards: to develop and/or apply existing VISTA computer applications and software programs which impact the outpatient encounters and patient demographic information as well as those computer programs which may be utilized for abstracting pertinent patient data and workload statistics for management reporting purposes. Incumbent must possess and demonstrate knowledge of specific programs and services provided at the Medical Center and the Medical College of Virginia Sharing Agreement to insure internal and external patient referrals are coordinated accurately and timely. Knowledge of OPM and personnel programs: i.e., EEO, time attendance and leave policies, performance issues, employee competencies. Incumbent must possess and demonstrate exceptional skills and abilities in meeting and dealing with a myriad of internal and external customers, staff, and representatives. Must possess ability to coordinate multiple administrative tasks and to independently prioritize work assignments and unit goals, Must possess a basic knowledge of the Medical Center's reimbursable insurance program and Veterans co-pay responsibilities in order to covey basic understanding to our Veterans and make appropriate referral to specific subject matter experts when necessary.
You will be rated on the following Competencies for this position:
  • Accountability
  • Attention to Detail
  • Customer Service
  • Decision Making
  • Forward Thinking
  • Interpersonal Skills
  • Oral Communication


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: The work requires sitting and standing, as well as, frequent walking throughout the Medical Center. The position requires considerable writing, reading, and computer activities.

Work Environment: The work is performed primarily in a clinical setting. The employee's duties, especially training, will necessitate periodic visits to all areas within the unit.

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.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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/ .

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.

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

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.

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

If you are unable to apply online view the following link for information regarding an Alternate Application .

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.

Resume Reminder - Your resume must include the following for each job listed:
1) Job title and grade level/salary. In order to show that you meet time-in-grade, you must document grades you have held and how long you have held them;
2) Duties (you must include enough detailed information to support your specialized experience);
3) Month, day and year start/end dates (e.g. 04/02/2007 to 04/13/2008);
4) Hours worked per week for each job listed
5) Full Name and address of Employer
6) Name of Supervisor or Contact name
7) Complete phone number of Supervisor/Contact

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Resume


The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • PCS Orders
  • Proof of Marriage Status
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action


SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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