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Special Assistant

Employer
USAJobs
Location
Roanoke, Virginia
Closing date
Oct 19, 2021
Duties

Summary

The incumbent serves as Special Assistant to the Director, Assistant Director, and Roanoke Regional Office management Staff. They are responsible for the coordination and support of various needs of the Roanoke Regional Office. This position is located in the Office of the Director.

Learn more about this agency

Responsibilities

Major Duties:
  • Coordinates and participates in a wide spectrum of projects within the Director's Office Researches and identifies pertinent information from input gathered for inclusion into Director's and Assistant Director's projects. Responds to administrative problems brought to the attention of the Director and Assistant Director.
  • Reviews, creates, and handles confidential documents relating to labor-management
    matters. Works closely with the Director and Assistant Director in the preparation, delivery, and proofreading of grievance responses as needed. The incumbent facilitates and/or participates in work groups relating to regional office labor issues and employee relations issues. The incumbent provides administrative and technical support to Regional Office staff.
  • The incumbent reviews, creates, and handles confidential documents relating to labor-management matters. Works closely with the Director and Assistant Director in the preparation, delivery, and proofreading of grievance responses as needed.
  • The incumbent has responsibility for the suspense and control action of all approved recurring reports to VACO. Establishes and/or maintains the office statistical reporting and records systems. Analyzes the information contained in the data and writes reports/recommendations including significant trends or changes that have occurred.
  • Exercises exclusive control over the Director's and Assistant Director's appointments, with complete authority for commitments of time. Screens all calls and visitors, answering most questions and completing most business involving established policies or routine matters without referring clients or employees to the Director and Assistant Director. Arranges for meeting spaces, speakers, and support arrangements for large conferences.
  • Receives all correspondence for the Director and Assistant Director. Replies to mail not requiring the Director's and Assistant Director's attention, routes matters requiring action by management heads, and follows up to ensure that actions are completed. Screens all correspondence prepared for the Director and Assistant Director signature for clarity, completeness of reply, and grammatical and procedural correctness. Returns inadequate submissions for re-work. Signs correspondence and certain procedural authorizations in the name of the Director and Assistant Director when previous instructions have covered the matter. In the absence of the Director and Assistant Director, maintains a file of correspondence and events of which they should know, and upon their return, brings such matters to their attention.
  • Performs the administrative duties pertaining to the Regional Office Security Program. This involves handling confidential information of the highest order such as security hearings, IG inquiries, etc. Aside from security information, has access to private information relative to employees in connection with field investigations or national agency checks.
  • On own initiative, recommends changes in administrative policies. Devises and installs office procedures and practices to be used by clerical support personnel in subordinate offices. Performs work in direct support of an administration area such as human resources, budget, procurement, and purchasing. Performs work in support of human resources management that requires knowledge of the terminology, requirements, procedures, and functions of personnel management.
  • Provides assistance and support of many kinds to office personnel throughout the station for issues related to MS-Exchange, Microsoft Word and Excel, and Internet Explorer.
Work Schedule: 8:00 a.m. - 4:30 p.m., Monday - Friday
Compressed/Flexible: Unavailable
Telework: Available
Virtual: This is not a virtual position.
Position Description/PD#:Special Assistant/PD395510
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
  • 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
  • Coronavirus Disease 2019 (COVID-19) Vaccination requirements to New Hires-Executive Order 14043


Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2021.

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-09 position you must have served 52 weeks at the GS-07. 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: You must provide a copy of your most recent SF-50, "Notification of Personnel Action" showing you are in the competitive service and the highest grade or promotion potential held. 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.

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-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to:
  • Examining preparing and editing a variety of professional documents and correspondence
  • Using a variety of electronic or manual filing systems to acquire and store information to ensure compliance with due dates
  • Researching a variety of sources to obtain and/or verify information
  • Using automated software applications to produce reports
  • Documents, correspondence, conduct research and prepare presentations
  • Searching and reviewing files, and other sources for information as required
  • Performs work in direct support of an administration area such as human resources, budget, procurement, and purchasing
OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Master's or equivalent graduate degree or (2) full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related

OR,

Combination: Applicants may also combine education and experience to qualify at this level. First determine your total qualifying experience as a percentage of the experience required for the grade level; then determine your education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify for positions at this grade level.

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: This work is sedentary. It occasionally requires filing of materials, carrying light objects such as files, book and papers. No special physical qualifications are required.

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

Education

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

COVID-19 Vaccination Requirement

As required by Executive Order 14043 , Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be vaccinated against COVID-19 and submit documentation of proof of vaccination by November 22, 2021 or before appointment or onboarding with the Department of Veterans Affairs (VA), if after November 22. VA will provide additional information regarding what information or documentation is needed and how you can request a legally required exception from this requirement. Please contact the Human Resources Point of Contact listed at the bottom of the JOA.

Pandemic Telework Program

Due to COVID-19, the VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement within a specified # of days. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position.

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.

The Career Transition Assistance Plan (CTAP) provide eligible displaced 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 or need to fax a document you do not have in electronic form, 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.

You will be rated on the following Competencies for this position:
Competency 1: Oral Communication-
Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.
Competency 2: Written Communication- Expresses facts and ideas in writing in a succinct and organized manner.
Competency 3: Interpersonal Skills- Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
Competency 4: Reading- Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.
Competency 5: Computer Skills- Uses computers, software applications, databases, and automated systems to accomplish work.

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


You must provide a copy of your most recent SF-50, "Notification of Personnel Action" showing you are in the competitive service and the highest grade or promotion potential held. 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.

Do Not submit Award SF-50's

Resume:
For each position in your resume, you must specify the start and end dates (month/year) and a description of duties. If the position was Federal, you must also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including Federal grade level(s) are insufficient to determine basic qualifications.

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.
  • Performance Appraisal
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action


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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