Program Specialist

Summary

Program SpecialistDuties Include But Are Not Limited To:Assist the Administrative Officer, helping to operationally manage all the administrative functions of each element of the department.Receives and screens incoming physical mail and determines whether to handle independently or to refer to the Chief or other members of HAS.Independently determine responses to complex administrative matters and draft correspondence on behalf of leadership, including responses addressing multiple program areas, compliance issues, and policy interpretations.Responsible for determining the priority of administrative office tasks and ensuring the most urgent work is accomplished first and suspense dates are met from HAS managers.Assists the AO with the responsibility for ensuring that hiring of new staff is completed within a timely manner. This includes tracking potential staff throughout the hiring process and working closely with Human Resource staff to submit all required documentation.Independently oversee complex and specialized recruitment processes for HAS staff, applying advanced knowledge of VA hiring policies and regulations.Serves as timekeeper for assigned sections. Trains all alternate timekeepers. Maintains time and attendance for assigned sections and serves as one of the primary points of contact for payroll processing.As the HAS Service Records Management Liaison, the incumbent maintains the records management system, to include filing and organizing in accordance with Records Control Schedule. The incumbent would not only maintain and organize records in accordance with the Records Control Schedule, but they would be responsible for analyzing the effectiveness of the service's records management practices and developing systems improvements (such as databases or digital tracking tools) to monitor the status, location, and retention of all federal records.Serves as the PIV sponsor for the service. Ensuring coordination of PIV renewals for existing staff and issuance for new staff is carried out timely.Helps the Administrative Officer coordinate preparation for Service-based Joint Commission inspections, Office of the Inspector General (OIG) inspections, and VA System-Wide Ongoing Assessment site visits.Will be one of the contract Officer Representatives (COR) for the service; with COR 1 certification required for the position. They assist the Administrative Officer who serves as the principal Contracting Officer Representative (they are COR II certified) for all service contracts.Assumes responsibility to independently analyze resource needs, forecast requirements based on program goals and data, and lead initiatives to optimize the allocation and utilization of resources (such as staffing, equipment, and funding) necessary to accomplish the highly scrutinized and critical outcomes of the service.Assist the AO to ensure that process improvement projects are coordinated appropriately and that best practice results from pilots are implemented as widely as possible to assist not only the service but the healthcare system.Other duties as assigned.Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.Work Schedule: Monday-Friday, 8:00 - 4:30pmTelework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process.Virtual: This is not a virtual position.Position Description/PD#: Program Specialist/ PD148730 and PD148740

Job Description

Program SpecialistDuties Include But Are Not Limited To:Assist the Administrative Officer, helping to operationally manage all the administrative functions of each element of the department.Receives and screens incoming physical mail and determines whether to handle independently or to refer to the Chief or other members of HAS.Independently determine responses to complex administrative matters and draft correspondence on behalf of leadership, including responses addressing multiple program areas, compliance issues, and policy interpretations.Responsible for determining the priority of administrative office tasks and ensuring the most urgent work is accomplished first and suspense dates are met from HAS managers.Assists the AO with the responsibility for ensuring that hiring of new staff is completed within a timely manner. This includes tracking potential staff throughout the hiring process and working closely with Human Resource staff to submit all required documentation.Independently oversee complex and specialized recruitment processes for HAS staff, applying advanced knowledge of VA hiring policies and regulations.Serves as timekeeper for assigned sections. Trains all alternate timekeepers. Maintains time and attendance for assigned sections and serves as one of the primary points of contact for payroll processing.As the HAS Service Records Management Liaison, the incumbent maintains the records management system, to include filing and organizing in accordance with Records Control Schedule. The incumbent would not only maintain and organize records in accordance with the Records Control Schedule, but they would be responsible for analyzing the effectiveness of the service's records management practices and developing systems improvements (such as databases or digital tracking tools) to monitor the status, location, and retention of all federal records.Serves as the PIV sponsor for the service. Ensuring coordination of PIV renewals for existing staff and issuance for new staff is carried out timely.Helps the Administrative Officer coordinate preparation for Service-based Joint Commission inspections, Office of the Inspector General (OIG) inspections, and VA System-Wide Ongoing Assessment site visits.Will be one of the contract Officer Representatives (COR) for the service; with COR 1 certification required for the position. They assist the Administrative Officer who serves as the principal Contracting Officer Representative (they are COR II certified) for all service contracts.Assumes responsibility to independently analyze resource needs, forecast requirements based on program goals and data, and lead initiatives to optimize the allocation and utilization of resources (such as staffing, equipment, and funding) necessary to accomplish the highly scrutinized and critical outcomes of the service.Assist the AO to ensure that process improvement projects are coordinated appropriately and that best practice results from pilots are implemented as widely as possible to assist not only the service but the healthcare system.Other duties as assigned.Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.Work Schedule: Monday-Friday, 8:00 - 4:30pmTelework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process.Virtual: This is not a virtual position.Position Description/PD#: Program Specialist/ PD148730 and PD148740