Office Operations Consultant I - 50000439

Office Operations Consultant I

The incumbent is assigned to the VA Regional Office, Bay Pines, Florida Department of Veterans' Affairs, Bureau of Claims Services. The primary responsibility of the incumbent in this position is to perform professional administrative duties in support of the Bureau.

The selected applicant will undergo two background security checks, one provided by the State of Florida and the second by the U.S. Department of Veterans' Affairs. Satisfactory background screening, to include fingerprint verification, is required by both agencies. Failure to successfully pass both background screenings will result in immediate termination of employment.

Use standard office computer for word processing, data entry, and data retrieval from existing department databases. Gather pertinent data and information for preparing reports for review. Collect and analyze revenue data for use in monthly, quarterly, and annual reports. Prepare monthly data for mailing to 67 County Veteran Service Offices. Prepare presentations using graphs and charts from data collected in department databases. Maintain proficiency in Microsoft Word, Excel, Outlook and PowerPoint computer software.

Position requires independent work in administrative matters required to carry out the functions of the Bureau (Claims) by reviewing incoming mail, claims, debt waivers, etc. to develop specific trends, long-term forecasts and projections. Confers with the Bureau Chief and Supervisor regarding reports that require action and recommends solutions or courses of action.

Specific duties performed by this position include the following:

• Act as the certification coordinator for the Children and Spouses of Deceased or Disabled Veterans Scholarship program (CSDDV). Confer with Florida Department of Education personnel on a regular basis to ensure the integrity of the certification process. Work in tandem with DOE personnel regarding appeals, complaints, and Congressional / Governor's inquiries as required.
• Order and maintain accreditations for all graduates of the quarterly FDVA certification course (Introduction to Veterans' Benefits School). The incumbent will coordinate with the department's Executive Assistant to provide an overview of accreditation during each course and will determine for whom accreditations will be requested from the VA Office of the General Counsel (OGC). In addition, the incumbent will maintain a spreadsheet and file system for each County Veteran Service Office and each FDVA employee to track status of requests and earned accreditations. The selected applicant will confer with both the OGC and the Florida American Legion to cancel, re-certify, and reinstate accreditations as necessary.
• The incumbent will serve as a point of contact for USDVA computer network access requests for all incoming FDVA employees. This includes the following: gather and maintain files of required information to request access; adhere to strict VA guidelines in preparing requests on standard forms; develop a working relationship with the VA Information Security Officer to ensure timely processing, correct errors, answer inquiries, and troubleshoot network access issues; maintain request files and spreadsheets indicating access levels; assist employees in requesting and completing necessary training modules; and liaise with the coordinator for the VA Talent Management System to update training profiles and provide critical employee information.
• Review of various database reports to reduce and eliminate duplicate and/or erroneous entries; prepare reports of "missing money" and coordinate corrective action with personnel responsible for inaccurate information.
• Works independently to review and interpret VA laws, rules and regulations affecting veteran's entitlements in applying for state veterans benefits with other State of Florida Agencies.
• Compose and type routine office correspondence. Maintain privacy of all clients protected health information, and ensure that the office is in compliance with current federal and state privacy regulations.
• Occasionally serve as backup Receptionist for visitors and operate the Department switchboard.
• Perform other related duties as required to include but not limited to attendance at conferences, training and seminars. Assist other Bureau of Claims personnel as required.