Total 34 Others level Administrative / Clerical job vacancies in Bowling Green Plant - Bowling Green, Kentucky

• Maintain the short and long-range calendars which are utilized by the division leadership team.
• Provide analysis, coordination, and disposition of suspense actions.
• Utilize automated systems to enter, maintain and retrieve organizational and/or program data.
• Prepare a variety of correspondence, reports, memoranda, military evaluation reports.

• Perform basic account maintenance procedures to ensure files, logs, and reports are complete.
• Ensure adequate stock and operating supplies are maintained.
• Operate computer systems to input or correct data, and produce documents, reports, shelf labels and signs.
• Verify receipts against invoices.

WHAT IS THE TAXPAYER ADVOCATE SERVICE (TAS) DIVISION?
A description of the business units can be found at: https://www.jobs.irs.gov/about/who/business-divisions

Vacancies will be filled in the following specialty areas:
Taxpayer Advocate Service (TAS), Executive Director Case Advocacy (EDCA)

The following are the duties of this position at the full working level.

• Receives, screens, and answers routine telephone calls. Provides telephone and receptionist services to visitors.
• Establishes, organizes, and maintains files of correspondence, manuals, and other related information. Maintains the files in accordance with IRS regulatory policies and guidance.
• Maintains the manager's calendar by scheduling, canceling and shifting appointments based on the manager's commitments.
• Arranges conferences and meetings, reserves office space, notifies participants and provides pertinent information and documents to participants. Attends conferences or meetings when required to record and transcribe minutes from written notes. Prepares minutes of conferences or meetings and distributes as per manager's instructions.
• Briefs the manager on important and office related facts, issues, reports, and correspondence arising during the manager's absence.

WHAT IS THE SMALL BUSINESS/SELF-EMPLOYED (SBSE) DIVISION?
A description of the business units can be found at: https://www.jobs.irs.gov/about/who/business-divisions

Vacancies will be filled in the following specialty areas:
SBSE - Campus Exam/AUR Ops

The following are the duties of this position at the full working level.

• Reviews and analyzes internal documents and/or taxpayer returns, prepares coded entries to amend and complete records, refers questionable returns and documents to appropriate areas to determine corrective action.
• Processes individual or small business returns and cases that involve relationships among different accounts that span more than a single tax period. Assign Employee Identification Numbers (EIN) and temporary Social Security Numbers (SSN). Requests and interprets taxpayer information. Perfects documents and initiates research to correct missing or inaccurate account information, inquiries to third parties, and changes to taxpayer accounts to correct errors.
• Compiles and maintains functional and/or assigned area records or reports to provide status of work.
• May serve as a technical advisor, on-the-job (OJT) coach, classroom instructor, or reviewer to provide technical assistance on systemic problems and inconsistencies in the Internal Revenue Manuals (IRM).

• Review outgoing correspondence for conformance with regulations, grammar, format and command policies.
• Maintain several tracking systems using spreadsheet capability provided by software packages.
• Provide office automation supporting the division and subordinate branches.
• Maintain the Division Chief's calendar and based on the knowledge of the office workload and current issues of importance and schedules appointments and meetings.

This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Supervisory Medical Administrative Specialist vacancy at the Chief, Ambulatory Care and Process Section (ACP) in Health Administration Service at the Lexington VA Medical Center. S/he works at a two divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky.

Supervisory Responsibilities
Supervisory Medical Management Specialist will serve as Chief, Ambulatory Care & Processing Section (AC&P) in the Health Administration Service (HAS) for the Lexington VA. The incumbent provides a high level of administrative support to HAS, upper management and clinical services. The primary supervisory function of this position is to provide leadership in the Means Testing, Beneficiary Travel, Decedent Affairs, Emergency Department, Outpatient Clinic and Centralized Scheduling and to provide support to the AC&P Supervisors and the Lead Patient Services Assistants. Supervisory Medical Management Specialist has full responsibility for organizing, planning, directing and controlling all the programs aligned under AC&P, and directly supervises approximately 9 FTEE. She/he is delegated the responsibility for formulating plans, evaluating and coordinating the day to day administrative management of the entire AC&P program Performs the full gamut of supervisory duties including leave approval, writing performance standards, creating position descriptions, completing annual performance appraisals, disciplining/rewarding employees, etc. Develops written operating procedures and schedules to guide employees in their work, provides training, assigns and coordinates the work.
Program Monitoring and Reporting Responsibilities
Supervisory Medical Management Specialist is responsible for coordinating and supporting mechanisms for successful data capture as it relates to Eligibility and Beneficiary Travel and maximizing data management efforts. Supervisory Medical Management Specialist will be responsible to ensure accurate, timely and consistent data is entered into the Medical Center database. Also, the incumbent will provide the vision for development of monitors in measuring all data input. He/she will establish in-depth training to ensure that HAS and other identified Medical Center staff are educated and accountable for data management. This information is vital in ascertain the functionality of HAS related programs, and their relationship, success, and ability of the programs to ensure that the facility is able to meet performance measures as a result of the work performed within the section and organization.
Program Analysis, Process Improvement, and Reporting Responsibilities
Supervisory Medical Management Specialist in instrumental in the development, implementation, and evolvement of new and/or improved processed including use of various techniques: evaluation, analysis, and testing, training and post-implementation follow-up. These tasks often require a substantial analysis of problems due to the high degree of system interrelationships. Studies involve independent and extensive research into pertinent regulations, operating procedures, established policy, interviewing key personnel, and subordinate staff. Develops programs for internal audits, systematic reviews, vulnerability assessment programs, etc. Studies involve single element and/or multiple functions. Supervisory Medical Management Specialist must utilize extensive knowledge and experience in health care systems and hospital administration at all levels to examine routine and highly complex operational systems, problems, either potential or real, and determine, in priority order, actions necessary to resolve problems.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: No Telework
Position Description/PD#: Supervisory Medical Administrative Specialist/PD300520
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS):Not Authorized

The Supervisory Medical Administrative Specialist is recognized as a fully functioning member of the Health Administration Service Leadership Team. As such the Supervisory Medical Administrative Specialist contributes to establishing priorities, developing strategies, and making decisions regarding service level programs and policies.

Supervisory Responsibility
Analyze benefits and costs of accomplishing work in-house versus contracting; recommend whether to contract; provide technical requirements and descriptions of the work to be accomplished; plan and establish the work schedules, deadlines, and standards for acceptable work; coordinate and integrate contractor work schedules and processes with work of subordinates or others; track progress and quality of performance; arrange for subordinates to conduct any required inspections; decide on the acceptability, rejection, or correction of work products or services, and similar matters which may affect payment to the contractor. Plan work to be accomplished by subordinates, set and adjust short-term priorities, and prepare schedules for completion of work; assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; evaluate work performance of subordinates; give advice, counsel, or instruction to employees on both work and administrative matters; interview candidates for positions in the unit; recommend appointment, promotion, or reassignment to such positions; Hear and resolve complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager; effect minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases; identify developmental and training needs of employees, providing or arranging for needed development and training; find ways to improve production or increase the quality of the work directed; develop performance standards.


Program Monitoring, Reporting Responsibilities
Initiates, establishes, and develops comprehensive policies, processes, and procedures for work units. Develops and maintains data in a format that provides accurate and timely information for use in decision making. Ensures all standard work, standard operating procedures, and medical center policies are current and relevant. Ensures changes made locally, by the VISN, and by VACO are implemented as directed and in a timely manner.
Interacts with clinical and administrative staff to ensure day to day operations are effective. Addresses a wide variety of administrative issues that involve coordination with clinical services and that impact direct patient care. Establishes procedures with other areas to ensure delivery of high-quality medical care that is delivered in a compassionate, coordinated manner. The Supervisory Medical Administrative Specialist assists clinical service staff by orienting and training them regarding VA regulations, policies and procedures related to patient care and administrative processing. The Supervisory Medical Administrative Specialist must analyze, interpret, and implement regulations, policies, and procedures and determine how they apply to different situations, often without precedent

Program Analysis, Process Improvement, and Reporting
Supervisory Medical Administrative Specialist develops, implements, and adjusts new and improved worked process using analysis, testing, training, and after-action review. Performs data analysis to direct program development, adjust workflow, or otherwise improve processes and procedures. The Supervisory Medical Administrative Specialist maintains and improves systems of delivering health care by using lean principles applied to policies, utilization of resources, and program delivery. The Supervisory Medical Administrative Specialist serves as catalyst and change agent for continuous process improvement within HAS and throughout the facility. The Supervisory Medical Administrative Specialist conducts analytical studies and uses lean process improvement skills and tools to resolve critical programmatic or operational issues.

Work Schedule: Monday-Friday 7:30am-4:00pm
Telework: No Telework
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administrative Specialist/PD304790
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

• Plans and manages the administrative management program for the State Office and its subordinate County Offices, including management analysis, personnel management, automation, support services, budget and financial management.
• Assists the Deputy SED in planning and directing both administrative and program work of the office, advising the Deputy SED in highly complex and extremely sensitive matters and, in the absence of the Deputy SED, directs all State Office operations.
• Performing various personnel management functions within the State Office including developing position descriptions; participating in interviews with candidates for vacancies; providing input on selection decisions; and drafting performance plans.
• Determines County Office annual administrative fund requirements; develops and monitors salary and expense budget for State Office and County Office (Federal) travel; and maintains budgetary control of funds.
• Provides to State and County Offices or ensures the provision of a variety of support services such as property and supply management, procurement, space management, records and forms management, mail, payroll, travel, and motor vehicle services.

• Provide investigative support to military defense counsel assigned to defend service members facing a wide variety of charges at courts-martial such as murder, sexual assault, child abuse, domestic violence, and other serious offense.
• Perform investigative tasks, including crime scene investigation, photography, interviews, evidence collection, and evidence analysis for detailed defense counsel
• Assist military defense counsel in developing case theory and strategy for trial preparing a defense case for service members at courts martial.
• Conduct interviews of witnesses and/or law enforcement personnel and prepare written statements for assigned defense counsel.
• Conduct an expert analysis of the defense case to continue to develop the facts.

Handles routine inquiries from both staff and inmates, providing technical assistance and answering questions regarding the general nature of correctional programs.

Receives visitors to the office, determines the nature of the requests and directs them to the appropriate staff or personally provides the information desired when routine or procedural matters of the office are involved.

Reviews correspondence prepared for the supervisor and other staff.

Assists the Unit Manager and staff members in the procedural aspects of expediting the work of this office.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

• Advise senior staff regarding technical military and/or civilian annual evaluations and awards.
• Work efficiently to resolve conflicts and provide alternative means as needed.
• Process various personnel actions for military personnel using an automated Human Resource database.
• Prepare written correspondence (read ahead, briefing charts, etc.) for the Command Group.
• Prepare administrative Standing Operating Procedures (SOP), develop internal policies, procedures and ensures compliance through contact with Brigade staff members.
• Coordinate travel arrangements and process travel documents using an automated travel system for the organization.
• Check office information systems daily for incoming documents to ensure proper dissemination is made or action taken, as required.

Handles routine inquiries from both staff and inmates, providing technical assistance and answering questions regarding the general nature of correctional programs.

Receives visitors to the office, determines the nature of the requests and directs them to the appropriate staff or personally provides the information desired when routine or procedural matters of the office are involved.

Reviews correspondence prepared for the supervisor and other staff.

Assists the Unit Manager and staff members in the procedural aspects of expediting the work of this office.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

Administrator role working with a Repairs / Housing Organisation

Exciting Opportunity

Details:

• Temporary contract
• Monday to Friday
• Office based
• £12.25per hour

Day-to-day Duties include:

• Manage and maintain relevant filing systems and databases
• Work with the team manager to ensure that relevant administrative tasks are dealt with efficiently
• Complete general administration tasks as and when required to meet the needs of the department
• Liaise with internal and external contacts to ensure a smooth flow of information and work between the departments
• Monitor and record costs incurred by the department
• Ensure effective and efficient processing of documents, working within set time frames