Total 4 administrative clerical job vacancies in Seattle, Washington

Supervision

• Directly Supervises (2) GS-0679-07, Lead Medical Support Assistants and (7) GS-0679-06, Medical Support Assistants. The incumbent provides the full range of supervisory duties for selected clerical staff within Surgery Service. Responsibilities include:
• Planning the work to be accomplished by subordinates by setting and adjusting short-term priorities and prepares schedules for completion of work.
• Assigning work to subordinates based on priorities and selective consideration of the difficulty and requirements of assignments and the capabilities of employees.
• Evaluating the work performance of subordinates, developing and/or updating annual performance plan for subordinates and ensuring the staff has competency assessments completed in accordance with the expectation of HR-12.
• Gives advice, counsel, and/or instructions to employees on both work and administrative matters. Interviewing candidates for positions in the unit and recommending appointment, promotion, or reassignment. Hearing and resolving complaints from employee and referring group grievances and more serious unresolved complaints to the Administrative Officer and Program Manager.

• Performs qualitative and quantitative analysis for the Surgery Service specialty clinics including data retrieval, data analytics, report creation, records and statistical computations for accuracy and propriety. Routinely develops and prepares graphic charts with narrative comments to supplement reporting systems. Conducts competitive sourcing studies for all of the Surgery Contracts.
• Analyzes and researches workload processes, office procedures, coding practices, statistics, records, reports, and other pertinent issues such as Veterans Choice Act to work through data issues and assist in determining the best practice for capturing data and ensuring its accuracy. Analyzes statistical reports to ensure data is reasonable and if the data is in line with or represents a variance from historical data. Identifies improvement opportunities and coordinates findings with clinical leaders and the Business Officer to implement improvements and resolve deficiencies.
• Analyzes, interprets and summarizes a variety of clinical data. This includes: Tracking internal Urology and Gynecology studies and clinical exams for patients i.e. tracking gynecology patients as it relates to Veterans Choice Act, and surgeries. Validates data for accuracy and completeness and refines into format for specific individual responses or summary reports.
• Conducts special studies and analyses of activities, which present problems of clinic efficiency and access. After review and in-depth analysis the incumbent will provide full information and specific recommendations concerning the clinical activity reviewed. Interacts responsibly with clinical and administrative staff at all levels throughout the Surgery Service.
• Develops and utilizes budget estimates to make resource allocation recommendations and decisions by reviewing the budget estimates, analyzing programmatic needs and developing plans to ensure optimal utilization of funding resources.

• Serves as the Surgical Service Equipment Program Manager. Performs management analysis duties related to the Equipment Authorization and Usage Program. Evaluates requests and conducts research of all available information for equipment requirements, authorizations, documentation and usage. The SAS would be responsible for developing and managing an Equipment Program for the entire Surgery Service Line.
• Evaluates requests from activities/units for nonstandard files equipment and supplies. Provides advice and assistance for acquisition and use of these supplies and equipment to ensure effective management and compliance with established procedures and controls. Maintains and inventory of nonstandard files equipment and submits recommendations or needed equipment to the activity/unit's Records Manager. Serves as the point of contact for the section for specialty specific clinical information, reports completion, data pulls, controlled correspondence and local, VISN or national suspense items.
• Performs other duties as assigned.

• Evaluate and monitor all administrative activities ensuring the effective use of the administrative staff, make substantive recommendations for improvements, advise on all aspects of operational activities and problems, assist managers and supervisors and keep them informed of organizational updates and program changes impacting their programs, and proactively identify and solve operational problems before they become significant.
• Review and interpret new and existing directives, handbooks, policies, instructions, regulations, and delegations of authority for potential impact on program objectives, operating policies, and work operations.
• Plan work and prepare schedules for subordinates and set and adjust short-term priorities for completion of the work.
• Identify the appropriate staff to serve as purchase card holders and ensures all purchase card holders receive the required training.
• Audit the use of purchase cards for all assigned Fund Control Points or General Post Funds.
• Prepare budget estimates to make resource allocation recommendations and decisions.
• Analyze program needs and develop plans to ensure optimal utilization of funding resources.
• Submit and approve requests for Personnel Actions, complete or assemble all required personnel documentation, and ensure that all Human Resources actions are completed in accordance with Human Resources policies.
• Coordinate the acquisition of supplies and equipment to include reviewing and signing for incurred expenses as the approving official for all requests for supplies and equipment.
• Execute a full range of supervisory authorities and responsibilities in managing a team, position management, hiring, training and employee development, resolving grievances and employee complaints, and effecting disciplinary measures.
• Perform other duties as assigned.

Duties include but are not limited to:

• Monitoring and reporting organizational performance indicators.
• Provides recommendations for planning, organizing, redesigning, and controlling day to day operations.
• Participates in quality improvement activities including administrative QI projects.
• Update Director of Quality Safety Values to ensure timely and accurate project completion.
• Provide program and project support to Quality Safety Values Director.
• Serves as TMS Administrator, Timecard (VATAS) Supervisor for Quality Safety Values.
• Tracks and responds to suspense's and other deadlines.
• Assist to monitor database to track all Quality Safety Values related policies and standard operation practices.
• Reviews financial reports and resolves discrepancies with the appropriate accounting office.
• Provides advice to management and program personnel on budgetary and finance issues.
• Prepares budget package for submission to the budget office and responds to all questions from that office.
• Directs development and submission of all HR documentation in accordance with Human Resources and VAPSHCS policies and regulations for all matters involving recruitment, promotions, performance, awards and recognition, position classification, training, disciplinary action, and competency assessments.
• Assists managers and staff in projecting staffing needs, writing position descriptions and functional statements, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions.
• Acts as the liaison with the human resources office concerning personnel- related matters.

Duties include but are not limited to:

• Experience in a management and supervisory position in a VA healthcare facility.
• Managed a clinical program in a VA healthcare system.
• Demonstrated experience as a leader of a team applying management principles to evaluate the effectiveness and efficiency of a healthcare program.
• Served as an operations expert, setting administrative priorities and assigning administrative workload.
• Participated on a team applying management principles to evaluate the effectiveness and efficiency of a healthcare program.
• Demonstrated ability to participate in oral discussions with the purpose to plan, coordinate, or advise on work efforts or to resolve operating problems by influencing or motivating individuals or groups.
• Participation as a member of a successful interdisciplinary, facility wide VHA systems redesign team, process action team, or change management effort.
• Management experience in a human resources department in the VA healthcare system that involved writing and classifying position descriptions; recruitment and staffing actions for Title 38, Hybrid Title 38 and Title 5 staff; or employee and labor relations.
• Evaluated work performance of subordinates including performance plans and competency assessments.
• Performed disciplinary and reprimands as necessary.
• Management experience in a budget and finance department in the VA healthcare system that involved accounting, processing of payroll, or budget preparation and management.
• Management experience with contract management and equipment orders.
• Provided evaluation and assessment of a clinical program for modification and/or expansion.
• Developed a business plan to increase productivity of a clinical program.
• Demonstrated skill in the use of a wide range of methods for gathering, analyzing, tracking, trending and evaluating information on VHA system operations.
• Able to prepare a variety of documents about healthcare issues.
• Demonstrated skill in the use of database, spreadsheet and presentation software to make formal program evaluations and recommendations to executive leadership.
• Demonstrated ability to communicate clearly with perceptiveness and tact.