Administrative Specialist

Employer
USAJobs
Location
Richmond, Virginia
Posted
Feb 28, 2021
Closes
Mar 04, 2021
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6) VA Healthcare Services, RICHMOND VA, in the (MHSL) MENTAL HEALTH SERVICE LINE. Duties of this position include performing administrative activities, workload tracking and analysis, and education tracking, conducting statistical analysis to prepare reports. This position requires exceptional organizational skills, flexibility, and customer service.

Learn more about this agency

Responsibilities

Duties include, but may not be limited to the following;

Expert knowledge and skill in the use the computer and a wide variety of software such as Word, Excel, Power Point, Outlook.
Ability to access VHA databases to extract, organize produce letters, memorandum, and data to prepare a variety of specific working documents and forms such as excel spread sheets, databases, word processing documents, desk top publishing, graphics and other similar products.
Skill in conducting analyses of work functions and processes the ability to present staff recommendations and solutions.
Serve as an VATAS timekeeper.
Experience as PIV sponsor; TMS Administrator.
Ability to serve as a point of contact for patients, medical center staff, VISN staff, community agencies, and various others who may contact the program office. Answers the initial telephone encounters from media, VISN and VACO officials, as well as congressional inquiries.
Ability to collect statistical data from a variety of sources, reduce the data using comparative and/or statistical analysis, to prepare reports.
Provides data/reports/briefings on the administrative, clinical, and technical program initiatives to the VISN, VA Central Office (VACO), and VAMC leadership, and creates educational materials related to the initiatives.
Assists in formulating, presenting, executing, and analyzing sectional budgets. Participates in developing the annual budget formulation and the execution process.
Maintains organized information to advise the service line chief on leave and overtime issues. Provides justification based on workload for staff increases and support to medical center leadership.
Ability to communicate verbally and in writing with a variety of people from different backgrounds and different levels of understanding and includes technical, administrative, and professional (medical and non-medical) people at all levels in the agency, patients, family members, and visitors. Incumbent must have the ability to write and present clear and concise documents and reports.

Work Schedule: 8:00am-4:30pm M-F
Compressed/Flexible: AVALIABLE
Telework: AD-HOC
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD031370 and PD031380
Relocation/Recruitment Incentives: NOT AUTHORIZED
Financial Disclosure Report: NOT REQUIRED

Travel Required

Not required

Supervisory status
No

Promotion Potential
9

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, 03/01/2021.

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-9 position you must have served 52 weeks at the GS-7. 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.

You may qualify based on your experience and/or education as described below:
  • Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Expert knowledge and skill in the use the computer and a wide variety of software such as Word, Excel, Power Point, Outlook.
    Ability to access VHA databases to extract, organize produce letters, memorandum, and data to prepare a variety of specific working documents and forms such as excel spread sheets, databases, word processing documents, desk top publishing, graphics and other similar products.
    Skill in conducting analyses of work functions and processes the ability to present staff recommendations and solutions.
    Serve as an VATAS timekeeper.
    Experience as PIV sponsor; TMS Administrator.
    Ability to serve as a point of contact for patients, medical center staff, VISN staff, community agencies, and various others who may contact the program office. Answers the initial telephone encounters from media, VISN and VACO officials, as well as congressional inquiries.
    Ability to collect statistical data from a variety of sources, reduce the data using comparative and/or statistical analysis, to prepare reports
    Provides data/reports/briefings on the administrative, clinical, and technical program initiatives to the VISN, VA Central Office (VACO), and VAMC leadership, and creates educational materials related to the initiatives.
    Assists in formulating, presenting, executing, and analyzing sectional budgets. Participates in developing the annual budget formulation and the execution process.
    Maintains organized information to advise the service line chief on leave and overtime issues. Provides justification based on workload for staff increases and support to medical center leadership.
    Ability to communicate verbally and in writing with a variety of people from different backgrounds and different levels of understanding and includes technical, administrative, and professional (medical and non-medical) people at all levels in the agency, patients, family members, and visitors. Incumbent must have the ability to write and present clear and concise documents and reports.
  • . OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a
  • successful completion of master's or equivalent graduate degree OR
  • successful completion of two full years of progressively higher level graduate education leading to a master's degree OR
  • completion of an LL.B. or J.D. that is related to the position being filled OR
  • (A copy of your academic transcript is required to be submitted if you are qualifying based on education. To receive credit, coursework must have been attained at an accredited college or university). A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
  • OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%.
You will be rated on the following Competencies for this position:
  • Communications and Media
  • Computer Skills
  • Critical Thinking
  • Financial Management
  • 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: Work requires extended periods of staying in one position, sitting or standing, some light (less than 40 pounds) lifting, and attention to detail and concentration. This may be intermittent with periods requiring physical activity such as walking moderate distances.

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.

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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
  • 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 .

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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