Support Services Supervisor

Employer
USAJobs
Location
Baltimore, Maryland
Posted
Oct 22, 2021
Closes
Oct 29, 2021
Hours
Full Time
Duties

Summary

The incumbent serves as the Associate Chief, Mail and Office Operations Section within the Acquisition and Materiel Management Service (A&MMS), VA Maryland Health Care System (VAMHCS), VISN 5 Patient Appointment Card Program Manager, and VAMHCS Publication Officer.

Learn more about this agency

Responsibilities

The Incumbent is responsible for planning, coordinating, supervising, and directing office and mail support services
provided by A&MMS, including commercial and internal mail and document management services, reproduction and printing services, publication and file management, accountability, repair, and maintenance of office equipment, duplicating equipment and multifunctional office equipment, and U. S Postal Service meters throughout the VAMHCS. Assigned duties and responsibilities of the incumbent involve a variety of analytical and evaluative work requiring knowledge of the operation, methodology, techniques, and established policies and directives in all aforementioned program areas.

*Full position description is available with the department.

Work Schedule: 8:00 AM to 4:30 PM or as otherwise authorized
Compressed/Flexible: Not authorized
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Support Services Supervisor/PD16006O
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized
PCS Appraised Value Offer (AVO): Not authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
Yes

Promotion Potential
None

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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
  • Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)


Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/01/2021.

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-10 position you must have served 52 weeks at the GS-9. 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.
Additionally, you must have

One year of specialized experience equivalent to at least the next lower level (GS-9) in the normal line of progression that demonstrated knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled; ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communications. Examples of qualifying specialized experience include:
  • Management analyst or technician or other work that included study, analysis, or evaluation leading to the development or improvement of managerial or administrative policies, practices, and procedures.
  • Administrative officer or assistant, budget administration, program analysis, or other work that demonstrated knowledge of an organization and its functions, and the ways in which support services can facilitate the work of the organization.
  • Office management experience that included responsibility for directing a variety of support services such as typing, mail processing, purchase of supplies and equipment, etc.
  • Secretarial work that required monitoring and coordinating administrative and processing work of subordinate elements through a system of internal procedures, controls, production, progress reporting, etc., to insure the efficient operation of an organization.
  • Military experience that included responsibility for directing a variety of support functions such as communications, property management, mail service, facilities and equipment maintenance, etc.
  • Knowledge of transportation logistics in order to design and effect the most efficient and cost effective mail distribution system
    Knowledge of the VISTA Work Order system and topography of all printers and copiers throughout VAMHCS as well as the different types and capability.
    Knowledge of the VA VISTA System relative to the Patient Scheduling Package, in order to coordinate the needs of the end users (facility clinical and administrative staff).
  • Knowledge of the operating characteristics of duplicating equipment to include a duplicator, sorter, stacker, heat sealer, folder, etc,
  • Knowledge of basic budgetary principles, Fund Control Point process / maintenance, tracking of program costs, and funds commitment utilizing the IFCAP System.
  • Knowledge of VA policies and regulations pertaining to printing, ordering supplies / services, and maintenance and accountability of equipment.
  • Knowledge of the requirements and duties of a COTR (Contracting Officer's Technical Representative), to include the completion of the required training to be appointed as a COTR.

or
Education:
Graduate Education: 2 years or a master's or equivalent graduate degree is creditable for GS-9 with a Major in public administration, business administration, industrial engineering, industrial management, or other administrative or management fields related to the position to be filled.

You may qualify based on your experience and/or education as described below: You will be rated on the following Competencies for this position:
  • Manages and Organizes Information
  • Production and Processing
  • Project Management
  • Technology Management


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 may require long periods of time standing. while operating the equipment. There is a considerable amount of lifting (occasionally exceeding 50 lbs.) such as boxes of paper stock. The position requires stooping and bending during the operation of equipment, pushing carts loaded with large amounts of paper products. There will also be periods of time when the work will be sedentary while working at a workstation on the computer or performing administrative tasks.

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

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

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 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.

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
Not Required

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 (VA)
  • Performance Appraisal
  • Resume
  • Separation Notice (RIF)
  • 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

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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