Secretary (OA)

Employer
USAJobs
Location
Salem, Virginia
Posted
Jan 20, 2021
Closes
Jan 28, 2021
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located in Salem, Virginia and will assist the Associate Chief of Staff for Research and Development and the Administrative Officer for Research & Development Service (R&D), in coordinating, managing, and overseeing the Research Program at the Salem VA Health Care System. The primary purpose is to provide administrative and clerical support, and maintaining clear lines of communication to optimize utilization of resources and meet program objectives.
Learn more about this agency

Responsibilities

Provides support when necessary to the Service committee and subcommittee (IRB, SRS, and R&D) Administrators in preparing and executing committee meetings.

Maintains record of training dates to ensure compliance with all required research trainings including, but not limited to Government Ethics and CITI.

Prepares and routes for signature all Letters of Appointment for the three internal research committees (IRB, SRS, and R&D).

Is solely responsible for keeping the Service's electronic R&D admin, SRI and lab information up to date with individual Standard Admin Guidelines (SAG) aka "step-by-step" documentation for key processes within the Service and/or labs.
Acts as backup Fund Control Point Clerk for R&D Service FCPs. When necessary:
  • Inputs and tracks supply orders, IPA, and participant payment obligations into VISTA.
  • Modifies, reduces and closes existing obligations as directed by AO, R.
Creates, coordinates and disseminates all Research staff and monthly investigator meeting calendar invites and minutes.
  • Assists ACOS, R and AO, R, with schedule management; agenda creation and dissemination; and room identification, reservation, setup and breakdown.
  • Responsible for attending each meeting and serving as Recorder for meeting minutes. Minutes will be routed for signatures or concurrence and subsequently disseminated to all those invited to the meeting within 10 days after meeting date.
Manages Administrative Team Leave calendar for the Administrative Staff in the R&D Service.

Serves as Travel point of contact for Research Service, helping coordinate any required documentation with the Salem VA HCS Travel Coordinator.

This task includes ensuring ACES approval (if applicable), OGC review/approval (if necessary), timely travel paperwork submission, and closeout following travel experience.

Serves as primary Timekeeper for Research Service and as back up for other Services. Responsible for time and attendance reporting, communicating deadlines to customers, preparing time and attendance reports for other office personnel as requested.

Serves as Service ADPAC (Automated Data Processing Application Coordinator), participating and taking notes in ADPAC monthly meetings to bring back to the Service and share during weekly admin meetings as appropriate. Supports Research personnel concerning IT issues. Assures that VISTA menus aka Key Menus, are accurate and appropriate per individual.

Responsible for planning and coordinating Research Service participation in hospital-wide activities including, but not limited to: Ambassador Program, Food Drive, etc.

Submits work orders (furniture moves, requesting additional furniture, housekeeping issues, maintenance issues, general office IT issues, etc.) for Research personnel.

Responsible for providing backup support to the Program Support Assistant (PSA), Fiscal Assistant concerning supply and equipment requisitions for funded investigators by preparing requests and tracking status of supply and equipment orders within the constraints of fiscal year obligation requirements.

Responsible for providing support to the PSA, Fiscal Assistant as backup designee for the Equipment Inventory Listing (ElL.) for the R&D Service.

Performs other duties as assigned.

Work Schedule: 7:45am - 4:30pm, Monday - Friday
Telework: AD HOC ONLY
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD02266-O
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, applicants must meet all requirements by the closing date of this announcement, 02/02/2021.

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-07 position you must have served 52 weeks at the GS-06. 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. 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.

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.

SELECTIVE PLACEMENT FACTOR: You MUST have experience in all three to be considered for the position.
  • SELECTIVE PLACEMENT FACTOR 1: Do you have experience as a timekeeper?
  • SELECTIVE PLACEMENT FACTOR 2: Do you have experience with Fund Control Points?
  • SELECTIVE PLACEMENT FACTOR 3: Do you have experience with the process of hiring and managing trainings (TMS) for WOC (Without Compensation) personnel?

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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Prepare and execute committee meetings, prepare and route documents for signature, keep service electronic R&D admin, SRI and lab information up to date, backup Fund Control clerk, ADPAC duties, track supply orders, payment obligations, modify, reduce and close existing obligations, create, coordinate and disseminate all meeting invites, setting up meetings and making meeting arrangements, attend and record meeting minutes, agenda creation and dissemination, room identification, reservation and setup and breakdown, manage calendars for ACOS, R and AO, R, manage leave calendar for R&D Service, experience coordinating a professional office environment to include being well organized and communicating effectively; uses own professional judgment to act with minimal supervision; and applies proficient with computer program skills, timekeeping, correspondence, preparing travel orders/itineraries, maintain WOC tracker and records.
You will be rated on the following Competencies for this position:

  • Administration and Management
  • Decisiveness
  • Planning and Evaluating
  • 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 requires long periods of time working and keyboarding at a computer workstation. It may involve some walking, standing, bending, or carrying of light items.

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

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
  • SF-50/ Notification of Personnel Action


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
  • Resume
  • SF-50/ Notification of Personnel Action


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 .

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.

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