Administrative Support Assistant (Office Automation)

Employer
USAJobs
Location
Washington, D.C
Posted
Jan 14, 2021
Closes
Jan 20, 2021
Hours
Full Time
Duties

Summary

The Veterans Health Administration (VHA) has adopted the HR Modernization and Shared Services Implementation, which is a new model of organizing and consolidating essential Human Resource (HR) functions and services to the Network level. The Share Service Units collaborate with the Human Resources Strategic Business Units located at each of VISN 5 VA Medical Centers.

Learn more about this agency

Responsibilities

This improvement to HR service delivery will best support the needs of the VISN's diverse workforce and the expectations. as well as the consistent execution of HR related administrative functions to benefit both staff and Veterans. This streamlined and focused approach moves VHA forward in its continuum of providing comprehensive, compassionate, and coordinated care to Veterans.

The incumbent serves as the Administrative Support Assistant to the Senior Strategic Business Partner (SSBP). The incumbent will provide assistance to the SSBP and when necessary, other Strategic Business Partners. The incumbent exercises independent decision-making in routing and assigning action and suspense dates on all correspondence coming to the SBU on a daily basis.

SUMMARY OF MAJOR DUTIES AND RESPONSIBILITIES:

Administrative Support
  • The incumbent reviews all work coming into the unit, determines the items which require action, establishes time frames for accomplishment and makes a tentative staff assignment.
  • Develops administrative procedures related to the administration and operation of HR programs and coordinates compliance.
  • Evaluates and modifies organizational structure and systems to achieve program goals. Participates in the analysis and interpretation of workload data and other data used in resource planning.
  • Schedules appointments and makes arrangements for time, participants, and location of meeting in accordance with instructions from the supervisor.
  • Manages unit control points and insures that adequate funds are available and that fund limitations are not exceeded; coordinates new and replacement equipment and supplies, researching sources and developing justification for new and additional equipment; responsible for controlling and for accuracy of annual inventory of all property charged to Strategic Business Unit.
  • Provides approving official with all pertinent purchase card documents for approval by the same and maintains documentation as required.

Program Support Duties
  • Assists in conducting New Employee Orientation sessions and training programs; preparing handouts and training materials; Assist new hires in completing required forms.
  • Uses computer software to create, copy, edit, store, retrieve, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations.
  • Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Full-Time, Monday - Friday: 8:00 am - 4:30 pm
Telework: Available (According to agency policy)
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (Office Automation)/PD21001O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
No

Promotion Potential
7

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 at grade GS-6/7, you must meet Time-in-Grade applicants must meet all requirements by the closing date of this announcement, 01/19/2021.

Time-In-Grade Requirement: Any individual who is currently holding, or has held within the previous 52 weeks, a General Schedule position under non-temporary appointment in the competitive or excepted service, must meet time-in-grade requirements (must have served 52 weeks at the next lower grade or equivalent in the Federal service).

Typing Proficiency: Must possess a typing speed of 40 words per minute (WPM).Please provide self certification that you can type 40 wpm.

Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization.

At GS-06: Specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Specialized experience is experience performing clerical duties such as making travel arrangements, arranging meetings, and making reservations; organizes and maintains efficient office operations including management and of human resources, facilities, and space; and utilizing office automation software to update databases and run reports.

At GS-07: Specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Specialized experience is experience performing clerical duties such as making travel arrangements, arranging meetings, and making reservations; organizes and maintains efficient office operations including management and of human resources, facilities, and space; maintains subject-matter files and records; and utilizing office automation software to update databases and run reports.

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:

  • Customer Service
  • Manages and Organizes Information
  • Manages Resources
  • Technical Competence


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.

Physical Requirements: The work is sedentary.

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 education 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

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

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 for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. 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

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

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)
  • OF-306
  • Other (1)
  • Performance Appraisal
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript


SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
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 .

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