Duties

Major Duties:
The incumbent establishes, updates and maintains records for Pharmacy Personnel, Doctor of Pharmacy Student Experiential, Pharmacy Residents and Pharmacy Technician student Programs. Audits pharmacy staff 6-part folders for required documentation and notifies appropriate personnel of deficits needing correction. Creates and updates service personnel files ensuring documents are maintained properly. Creates spreadsheet and tracks Annual and Midyear appraisals, ensuring managers have accurate appraisals in a timely manner for employees. Returns appraisals to manager that are not complete and ensures appraisals are forwarded to Human Resources by due date. Processes personnel actions for recruitments or changes in status through Web HR and serves as PIV Sponsor for Pharmacy Service.

Performs administrative office support functions: As the back-up Records Manager for the Service, establishes and maintains the office filing system and records filing systems for all service sections to ensure compliance with the VHA Records Control Schedule. Develops, establishes, updates, and maintains office procedures, records/files of various types to ensure effective and efficient operation of the office and service sections. Educates and is point of contact for Service Personnel on Records Management requirements.

Collects, compiles, tracks and analyzes Pharmacy statistical Information: Prepares data/reports related to the administrative, clinical, and technical aspects of various Pharmacy programs, Tracks Pharmacy performance measures, goals, and objectives achievement. Retrieves a variety of computerized data, establishes protocols for incoming data. Organizes and maintains patient data; maintains automated system of program specific data to track suspense's on items such as projects, progress reports, funding accomplishments, compliance strategies, etc. resolves a variety of Patients' medication issues by researching medication profiles in CPRS. Checks for consult approvals of prescriptions to continue certain medications.

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents: Coordinates Speak to the Director correspondence by delegating to appropriate section supervisor, ensuring timely response. For those not delegated, contacts the Veteran for complaint resolution. Composes the Service response Pharmacy provides to the Executive Office. Composes non-technical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification Consolidates and finalizes information from systems and files for various reports in accordance with established reporting procedures.

Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or creating spreadsheets. Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from software package to another when menu options and specific software instructions are not available.

Work Schedule: Full-Time, Monday - Friday, 7:00am - 5:00pm (8-hour work schedule). Specific tour will be discussed with selected candidate. Hours may be extended or adjusted (to include weekends/holidays) as needed to meet patient care needs.
Position Description Title/PD#: Administrative Support Assistant (Pharmacy Service)/ 090830
Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• 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.

How You Will Be Evaluated

• 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. Opens in a new windowLearn more about federal benefits.

  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.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  Documents Accepted:
  

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Other Application Documentation
  • Performance Appraisal
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action

  
  Documents Required:
  

  • Resume

  
  Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.
  
  Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.
  
  Applications are accepted online. Applying online will allow you to review and track the status of your application.

  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.

• How to Apply

  All applicants are encouraged to apply online.
  
  To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 03/08/2023 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/11863700.
  
  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
  
  2. Click Submit My Answers to submit your application package.
  
  NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
  
  To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

  
  

  Agency contact information

  VISN 17 SSU USAS Group

  Email

  VISN17SSUUSAS@va.gov

  Address

  Dallas VA Medical Center
  4500 South Lancaster Road
  Dallas, TX 75216
  US

  Next steps

  After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

ALL US CITIZENS. DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (COVID-19 - VA 005) in-accordance with 5 U.S.C. 3304(a)(3) and 5 CFR 337.205(b)(1)-(4).