Administrative Support Assistant - Veterans Affairs, Veterans Health Administration (California)
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* Duties
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## Duties
### Summary
The incumbent performs a variety of clerical, administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system. Primary responsibility is that of administrative support for the Chief of Primary Care. Duties require the ability to apply specialized principles, practices and project management in support of management with the intent of accomplishing the administrative requirements of the Primary Care Service.
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### Responsibilities
* Acts as a liaison with the human resources office coordinating personnel actions; sponsoring employees, volunteers and medical/pharmacy students in the Personal Identity Verification (PIV) Program; assists in monitoring personnel-related records such as performance ratings, and awards. Acts as ADPAC and completes onboarding processes for all employees.
* Manages the full performance appraisal cycle for all disciplines (MD, NP, PA, RN, etc.) assigned to Product line. Incumbent provides guidance to managers, supervisors and staff in personnel matters involving staffing, leave administration, employee relations, and training issues. Answers questions concerning policies and procedures related to administrative support services.
* Enhances the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports considering the interrelationships of reports and multiple uses of data; maintains a continual accumulation of all types of data for use in preparation of a variety of reports and presentations.
* Serves as the organizations point of contact for arranging and coordinating training activities as a Talent Management System (TMS) Administrator. He/She performs training support duties such as coordination, scheduling, and acquisition of training and/or the maintenance of training records and files. Enters, tracks, and follows through completion is Concur CME/Conference Travel Requests staff.
* Performs management and/or administrative support work such as; office planning, evaluation of administrative programs or issues,correspondence control, liaison for special projects, or board/committee-related work and other work in support of the Administrative Operations Office.
* Serve as Fund Control Point Clerk/Requestor; manages office supply functions by initiating local purchases, sole source procurement, and GSA catalog purchases; ensuring compliance with budget requirements; and initiating and monitoring service contracts on equipment.
**Work Schedule:**Monday-Friday 730am-400pm
**Telework:**Not available
**Virtual:**This is not a virtual position.
**Position Description/PD#:** /11525-O
**Relocation/Recruitment Incentives:**Not authorized
**Financial Disclosure Report:**Not required
### Travel Required
Occasional travel - You may be expected to travel for this position.
##### Supervisory status
No
##### Promotion Potential
None
* #### Job family (Series)
0303 Miscellaneous Clerk And Assistant
#### Similar jobs
* Administrative Clerks
* Clerks, Administrative
* Requirements
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## 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, 01/03/2019.
**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. **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.
In accordance with HRML No. 05-03-03 dated June 26, 2003 the below information is provided, as requested, to identify the attributes possessed by the best qualified candidates for the position indicated above:
* The best qualified applicant would possess all KSAs listed within the Job Analysis forms for this position upon hiring and have a minimum of 1-2 years' experience with all applicable tasks listed within the position description.
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-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:
* The incumbent will need in-depth knowledge of the operations, regulations, principles, and policies of the Veteran Affairs Health Care System.
* **Problem Solving:** The incumbent should be able to analyze problems, formulate alternative solutions, and present findings in a group setting. Moreover, he or she should demonstrate the ability to interpret, choose, and adopt varies policies and procedures established by the VANCHCS in his or her day-to-day routine.
* **Technical skills:** The incumbent should have a strong understanding of personal computers, windows platforms, high capacity-copying machines, fax, and multi-line phone systems, in addition, to knowledge information security technology such as; Personal Identity Verification (PIV) Cards and Microsoft Rights Management System (RMS).
* He/She must display advanced knowledge in various Microsoft Office tools such as but not limited to Word, Excel, Outlook, Access, and SharePoint. He/She will also be expected to have a full understanding of VA specific software such as VISTA and CPRS. In addition to the ability to use databases, work with computer graphics, and create tables on multiple platforms.
* **Policies and Laws:**the Incumbent must demonstrate an understanding of basic laws and procedures related to the VANCHCS. The laws include but not limited to; the Family Medical Leave act (FMLA), Health Insurance Portability and Accountability Act (HIPAA), Joint Commission, Federal Travel Regulations, education, and leave policies.
* **Written communication:** He or she must demonstrate the ability to type proficiently, draft memos, and format documents to the VANCHCS standard. All written communication should be free of spelling, punctuation, and grammar errors; and convey messages to a group of individuals clearly.
* **General knowledge and ability:** The incumbent must demonstrate knowledge on how he/she will use current skills to support organizational functions. Demonstrate knowledge of terminology unique to the organization; i.e. Veterans Affairs acronyms and jargon, as well as administrative, industrial, engineering, and other such terminology.
* The incumbent will also be expected to demonstrate knowledge of subject-matter filing, utilization of naming conventions, receptionist duties, and general clerical practices.
You will be rated on the following Competencies for this position:
* Analytical Reasoning
* Computer Skills
* Customer Service
* 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 mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile; etc. No special physical demands are required to perform the work.
### Education
There is no educational substitution at this grade level.
### Additional information
**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 view the following link for information regarding an Alternate Application.
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### 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.
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### Background checks and security clearance
##### Security clearance
Other
##### Drug test required
No
* Required Documents
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## Required Documents
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
* Executive Core Qualifications (ECQs)
* OF-306
* Other
* Other Veterans Document
* Resume
* SF-15
* SF-50
* Transcript
**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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## Benefits
A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.
* How to Apply
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## How to Apply
**All applicants are encouraged to apply online.**To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 01/03/2019 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/10373308.
1. To begin, **click Apply Online** to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click **Submit My Answers** to submit your application package.
**NOTE:** It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
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### Agency contact information
### KAYLA AUGUST
##### Phone
(916) 640-8462
KAYLA.AUGUST@VA.GOV
##### Address
VA Northern California Health Care System
10535 Hospital Way
Mather, CA 95655
US
Learn more about this agency
### Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
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* Fair & Transparent
## Fair & Transparent
The Federal hiring process is setup to be fair and transparent. Please read the following guidance.
### Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
* Equal Employment Opportunity (EEO) for federal employees & job applicants
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### Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:
* An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
* An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
* An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.
You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.
Learn more about disability employment and reasonable accommodations or how to contact an agency.
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#### Legal and regulatory guidance
* Financial suitability
* Social security number request
* Privacy Act
* Signature and false statements
* Selective Service
* New employee probationary period
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/519429900. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
*Open & closing dates:* 12/13/2018 to 01/03/2019
*Service:* Competitive
*Pay scale & grade:* GS 7
*Salary:* $44,767 to $58,196 per year
*Appointment type:* Permanent
*Work schedule:* Full-Time