Administrative Support Assistant
Department Of Veterans Affairs - Portland, OR
Full-time, Part-time, Contract

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Vacancy Identification Number (VIN): 839769

Our mission: To fulfill President Lincoln's promise - "To care for him who shall have borne the battle, and for his widow, and his orphan" - by serving and honoring the men and women who are America's Veterans.

The Portland VA Medical Center (PVAMC) is a type 1-A facility serving a large and diverse group of veterans.

PVAMC Mission: Honor America's Veterans by providing exceptional health care that improves their health and well-being. PVAMC Vision: To be a patient-centered integrated health care organization for Veterans providing excellent health care, research and education; an organization where people choose to work; an active community partner; and a backup for national emergencies.


U.S. citizenship
Background and/or security investigation required
Must pass pre-employment physical examination
English language proficiency required
Must submit proof of status eligibility, see the "How to Apply Section" DUTIES:

The incumbent serves as a member of the administrative office support team for Division of Hospital and Specialty Medicine (DHSM). Employee will manage all pay and leave processes for the over 260 current staff employees in DHSM (this includes a variety of around-the-clock complex schedules in order to cover inpatients 24/7). Incumbent serves as the administrative support responsible for the coordination of the competency file processes involving over 400 staff, contract, fee basis, and without compensation employees. Additionally this position will be responsible for working with Fiscal to obtain authorizations for PVAMC patients referred for radiation oncology.

• Daily timekeeping and management of all time and leave processes including part-time physician electronic subsidiary records and reconciliation, memos of understanding and monthly physical verifications.

• Competency files management

• Obtaining Fiscal authorizations for Radiology Oncology treatments

• Responsible for management of physician peer evaluations and reviews

• Group email manager for DHSM

This position requires in depth understanding of fiscal processes as well as an understanding of CPT codes and knowledge of diagnoses processes to insure proper billing practices, as well as time and payroll rules and regulations. Employee will be the central point of contact with QP maintaining our database for physician peer evaluations and physician peer reviews, insuring all reviews are returned and keeping DHSM’s two administrative managers advised of delinquencies needing action.


SPECIALIZED EXPERIENCE : At least 52 weeks of experience that equipped the applicant with the particular competencies to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

SPECIALIZED EXPERIENCE INCLUDES: time keeping for multiple schedules on a 24 hour rotation for at least 200 employees. Coordination and maintenance of competency files for over 300 staff in multiple professions. Extensive experience with e-mail group management and scheduling. Management of physician peer evaluations and reviews. Fiscal authorizations for medical treatment.

SUBSTITUTION OF EDUCATION FOR EXPERIENCE : This education must have been obtained in an accredited business, technical school, junior college, college or university. Applicant must submit copy of transcripts with application to receive credit for substitution. COMBINING EXPERIENCE AND EDUCATION : Equivalent combinations of successfully completed post-graduate school education and experience are also qualifying. The combination described below are those most typical for this position: If education is used to meet specialized experience requirements, then such education must include courses directly related to the work of the position.



Once the application process is complete, a review of your application will be made to determine if you are qualified for this position. The numeric score that you receive is a measure of the degree to which your background matches the competencies required of this position and is based on your responses to the assessment questionnaire. BENEFITS:
Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life. For more information please visit us at . OTHER INFORMATION:

  • Noncompetitive Appointment of Certain Military Spouses
  • Special Employment Consideration: VA encourages persons with disabilities to apply
  • Spouses of armed forces members who are involved in a Permanent Change of Station (PCS): You must include a copy of the service member's PCS Orders authorizing the spouse to accompany the service member and proof of marriage to the service member.
  • Spouses of armed forces members who retired or were released from active duty with a 100% disability: You must include proof that service member was released or discharged from active duty due to a service-connected disability, documentation of 100% disability, and proof of marriage to the service member.
  • Un-remarried widows or widowers of armed forces members killed while on active duty: You must include proof of service member's death while on active duty and proof of marriage to the service member.
  • VEOA (Veterans Employment Opportunities Act) Veterans who are preference eligibles or who have been separated from the armed forces under honorable conditions after 3 or more years of continuous active service.
  • Schedule A special hiring authority covers applicants with mental and physical disabilities. In order to be considered under this special hiring authority applicants need to provide proof of disability and job readiness certification. The proof of disability and job readiness certification can be provided by the following: 1) a statement or letter on a physician's/medical professional's letterhead; 2) statement, record or letter from a Federal Government agency that issues or provides disability benefits; 3) statement, record or letter from a State Vocational Rehabilitation Agency counselor; or 4) certification from a private Vocational Rehabilitation or other Counselor that issues or provides disability benefits. More information regarding this special hiring authority can be found at
  • VRA (Veterans Recruitment Act): VRA eligibility applies to the following categories: Disabled Veterans, Veterans who served on active duty in the Armed Forces during a war declared by Congress, or in a campaign or expedition for which a campaign badge has been authorized, Veterans who, while serving on active duty in the Armed Forces, participated in a military operation for which the Armed Forces Service Medal (AFSM) was awarded and Veterans separated from active duty within the past 3 years.
  • Although the duty station is shown in this announcement, it may be necessary to utilize the selected person's services at a different location within the Portland VA Medical Center commuting area if conditions require it in the future
  • Applicants without prior federal service will be appointed at step one of the grade
  • Eligible employees may be non-competitively reassigned to fill this position as an exception to merit promotion.
  • Under Executive Order 11935, only United States citizens and nationals (residents of American Samoa and Swains Island) may compete for civil service jobs. Agencies are permitted to hire noncitizens only in very limited circumstances where there are no qualified citizens available for the position.
  • If you are a male born after December 31, 1959, and are at least 18 years of age, civil service employment law
(5 U.S.C. 3328) requires that you must register with the Selective Service System, unless you meet certain exemptions.

  • A security clearance and a favorable suitability determination are required. Misconduct in prior employment, criminal, dishonest or disgraceful conduct, habitual use of intoxicating beverages, abuse of narcotics, drugs or other controlled substances, or reasonable doubt of loyalty to the United States are examples of reasons an offer of employment may be denied.
  • Public transit subsidy benefits are available. Carpooling assistance is provided. However, single occupancy parking is limited on main Portland campus.
  • Must meet all Time in Grade requirements for this position
  • Applicants appointed to direct patient care positions must be proficient in spoken and written English as required by 38 USC 7402(d) and 7407(d).
  • This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis
  • The United States Government does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization, or other non-merit factor.
  • It is the policy of the Department of Veterans Affairs that all Federal wage and salary payments are paid to employees by Direct Deposit/Electronic Funds Transfer (DD/EFT).