Duties

Summary

The primary purpose of the position is to provide administrative support essential to the direction and operation of the Office of the Chief Nurse Executive and Nursing Service. The incumbent performs miscellaneous clerical tasks, timekeeping functions for Nursing Service, and assists with duties to facilitate the work of Nurse Managers, Associate Chief Nurses, Deputy Chief Nurses, and/or the Chief Nurse Executive when appropriate.

Learn more about this agency

Responsibilities

Duties include, but are not limited to:

• Prepares and submits time, attendance, payroll, and training utilizing current forms and automated systems.
• Conducts spot checks and ensures training records and files comply with organization policies and accreditation standards.
• Processes purchase req1uests for supplies and equipment to support office and team functions.
• Reads and interprets directives and instructional material pertaining to administrative and clerical procedures in order to stay informed on changes, new and/or amended procedures for such matters as preparation and processing of correspondence, reports, forms, filing, and computer techniques.
• Provides guidance and assistance to other personnel in implementing changes and new or revised procedures.
• Recommends changes in administrative policies and devises office procedures and practices.
• Produces a variety of correspondence containing specialized information and terminology, recurring reports, charts, and statistical data utilizing various types of software including word processing, spreadsheet and database applications, file management and control, electronic mail, communications, and calendars in accordance with applicable regulations, business practices, and established guidelines.
• Edits copy for grammatical correctness, clarity of thought, and proper format.
• Processes drafts, worksheets, and memorandums in final form.
• Makes necessary arrangements for conferences and meetings, including space, time, people, etc.
• Assembles background and conference material for supervisor's use.
• Attends meetings and conferences, taking summary notes of proceedings.
• Prepares minutes for meeting or conferences for distribution to the participants when requested.
• Drafts replies to general inquiries not requiring a technical knowledge of the program.
• Receives calls and visitors, and based on knowledge of programs and operations, personally handles calls of a routine nature, and refers others to appropriate personnel.
• Reviews, monitors and advises management on matters concerning personnel actions and services.
• Responsible for compiling, publishing and distributing work area newsletter with content input from division chiefs and other leadership on a recurring basis.
• Produces varied administrative reports, technical papers, correspondence or written documents which may require incumbent to integrate data from different software or other sources into a single document.
• Manipulates spreadsheets with sorting and calculation functions.
• Inputs information into local and centralized databases and information systems.

Work Schedule: 7:30 am - 4:00 pm, Monday - Friday
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD51229
Relocation/Recruitment Incentives: Not authorized
Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/09/2019.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05 level. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Preparing and submitting time, attendance, payroll, and training utilizing current forms and automated systems;
  • Maintaining, advising, analyzing and reporting data relating to time and leave records and sick leave use;
  • Receiving calls and visitors, and based on knowledge of programs and operations, personally handling calls of a routine nature, and referring others to appropriate personnel;
  • Providing internal personnel services, including: maintaining personnel records/files, preparing personnel documents, and processing personnel actions;
  • Producing a variety of correspondence containing specialized information and terminology, recurring reports, charts, and statistical data utilizing various types of software.

You will be rated on the following Competencies for this position:

• Communication
• Writing
• Computer Skills
• Managing and Organizing Information

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Preferred Experience: Experience within the last 3 years within medical setting; Experience with timekeeping for a large unit; Demonstrated customer service skills.

Physical Requirements: Work is mainly sedentary; may include some walking, bending, stooping and carrying of light papers. The work is normally performed in an office setting but the location of the office may be in an area where patient care is performed. The work area is adequately lighted, heated, and ventilated.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/ .

Education

There is no educational substitution at this grade level.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/ . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• OF-306
• Other (1)
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

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.