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Program Support Assistant (OA) - Office of the Chief of Staff

Company: Veterans Affairs, Veterans Health Administration
Location: Temple
Posted on: November 30, 2019

Job Description:

Program Support Assistant (OA) - Office of the Chief of StaffDepartment of Veterans AffairsVeterans Affairs, Veterans Health AdministrationOffice of the Chief of Staff, Central Texas Veterans Health Care System, Temple, TexasOverview

  • ##### Open & closing dates11/20/2019 to 12/11/2019
    • ##### ServiceCompetitive
      • ##### Pay scale & gradeGS 7
        • ##### Salary$42,053 to $54,670 per year
          • ##### Appointment typePermanent
            • ##### Work scheduleFull-TimeLocation1 vacancy in the following location:-Temple, TXRelocation expenses reimbursedNoTelework eligibleNo- DutiesSummaryProgram Support Assistant is to serve as the principal officeassistant performing various administrative and clerical duties insupport of the Deputy, Chief of Staff (DCOS), secondarily providesadministrative support for other members of the office DCOS, Chiefof Staff (COS), and Executive Assistant. Performs office automationsupport using multiple automated programs and software such asdatabases, spreadsheets, and graphics in support of theadministrative and clerical work.Learn more about this agencyResponsibilitiesMAJOR DUTIES AND RESPONSIBILITIES include but are not limitedto:The employee works under the supervision of the Executive Assistant(EA) to the Chief of Staff (CoS), who defines project objectives,priorities, and deadlines of the work. The employee worksindependently in resolving most conflicts and handles most problemsand deviations in accordance with instructions or previousspecialized training and experience and only referring the mostcomplex problems to the Deputy Chief of Staff or other COS orappropriate staff. The Deputy Chief of Staff and /EA to the, CoSprovides assistance/guidance on controversial issues or assignments.The employee plans, coordinates, and carries out the successivesteps in fact-finding and analysis of issues in accordance withaccepted office policies, applicable precedents, organizationalconcepts, and management theory. Work is reviewed for conformancewith overall requirements to include for technical soundness,compliance, and overall objectives of the position are met.The work consists of specialized duties with continuingresponsibility to include VA directives, manuals, circulars,bulletins, Center publications, Joint Commission, and CARF policies,affiliate policies, established procedures, and operating policiesof the Office of the Chief of Staff and other Center administrativestaff. The incumbent evaluates implementation initiatives andmeasures of effectiveness for attainment of objectives; makesrecommendations which modifications/changes are deemed appropriateto meet organization' needs; tracks the status of implementation;and periodically instructs and assists other support assistants inservices reporting to the Deputy Chief of Staff. Maintains thecalendar for staff, coordinates meetings, and/or conferencesincluding those involving staff from other Medical Centerorganizations. Takes and transcribes minutes of meetings and followsestablished center policy regarding formats for minutes. Usesmultiple office automation software with varied functions to producea wide range of documents that often require complex formats,editing, and reformatting. Uses word processing software to create,revise, sort, or calculate and retrieve data for reports; and usesgraphic software to provide graphs and charts for reports andpresentations. Establishes an monitor's suspense dates.The employee has repeated contacts and high visibility in dealingwith members of the Center staff at all levels; members of thegeneral public; patients and patients' relatives; staff of localhospitals, including management personnel; staff of other VA medicalcenters at all levels; VISN Offices, VA Central Office, jobapplicants, community leaders, and dignitaries. The contacts are notestablished on a routine basis; the purpose and extent of eachcontact is different; and the role and authority of each party isidentified and developed during the course of the contact.Purposes of the contacts made are as varied as the people contacted,and the methods of contact include personal, telephonic, andwritten. Usually contacts are undertaken to plan, coordinate, oradvise on work efforts; discuss and establish operating procedures;and receive requests for any related information or to resolveoperating problems by influencing or motivating individuals orgroups who are working toward mutual goals. In some instances, asmandated by the Supervisors the incumbent may have to influence ormotivate contacts to follow a particular course of action. Contacts,especially with patients and family members, often require tact anddiplomacy to gain the desired results. Contacts with othersecretaries and clerical personnel are primarily for the purpose ofinstructing or assisting in procedural matters. Contacts withExecutive, VISN or VACO staff may be for the submission of suspenseitems or at the request of the DCOS/or Chief of Staff.Work Schedule: 8:00am - 4:30pm, Monday - FridayCompressed/Flexible: Not EligibleTelework: Not EligibleVirtual: This is not a virtual position.Position Description/PD#: Program Support Assistant (OA)/PD#674-6830-0Relocation/Recruitment Incentives: Not AuthorizedThis is a Bargaining Unit PositionFinancial Disclosure Report: Not requiredTravel Required25% or less - You may be expected to travel for this position.Supervisory statusNoPromotion PotentialNone
              • #### Job family (Series)0303 Miscellaneous Clerk And Assistant- RequirementsConditions 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 after12/31/1959
                • You may be required to serve a probationary period
                • Subject to background/security investigation
                • Selected applicants will be required to complete an onlineonboarding processQualificationsTo qualify for this position, applicants must meet all requirementsby the closing date of this announcement, 12/11/2019.Time-In-Grade Requirement: Applicants who are current Federalemployees and have held a GS grade any time in the past 52 weeksmust also meet time-in-grade requirements by the closing date ofthis announcement. For a GS-7 position you must have served 52weeks at the GS-5. The grade may have been in any occupation,but must have been held in the Federal service. An SF-50 thatshows your time-in-grade eligibility must be submitted with yourapplication materials. If the most recent SF-50 has an effectivedate within the past year, it may not clearly demonstrate youpossess one-year time-in-grade, as required by the announcement. Inthis instance, you must provide an additional SF-50 that clearlydemonstrates one-year time-in-grade.Note: Time-In-Grade requirements also apply to former Federalemployees applying for reinstatement as well as current employeesapplying for Veterans Employment Opportunities Act of 1998 (VEOA)appointment.Selective Placement Factor: Must be able to type 40 words perminute with a minimum of 3 mistakes.You may qualify based on your experience and/or education asdescribed below:- Specialized Experience: You must have one year ofspecialized experience equivalent to at least the next lowergrade GS-6 in the normal line of progression for the occupationin the organization. Examples of specialized experience wouldtypically include, but are not limited to: Experience withclerical and administrative procedures, various office skills;and carrying out day-to-day administrative support activities;Working in an administrative position which required preparingcorrespondence, reports and graphs utilizing a variety ofcomputer program. Skill in the use of a variety of computersoftware such as Microsoft Word, Excel, Power Point and othersoftware applications; Interacting with executive leadership inthe VA and private sector, contractors, members of Congress orCongressional staff members as well as Veterans, their familymembers and/or legal representatives; Provide/submit requestedinformation to ensure all due dates are met in a timely andsatisfactory manner; Managing a fast-paced office to include,establishing priorities, set up, reschedule appointments;Arrange and complete travel arrangements to include hotelarrangements, transportation to and from the meeting site,arrange meeting space and support arrangements; Provide calendarmaintenance; Attend meetings as required and prepare minutes;Use own initiative to follow-up on action items andtime-sensitive issues with appropriate staff members.You will be rated on the following Competencies for this position:- Clerical- Computer Skills- Customer Service- Interpersonal Skills- Strategic Thinking- WritingExperience refers to paid and unpaid experience, including volunteerwork 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, andskills and can provide valuable training and experience thattranslates directly to paid employment. You will receive credit forall qualifying experience, including volunteer experience.Note: A full year of work is considered to be 35-40 hours ofwork per week. Part-time experience will be credited on the basis oftime actually spent in appropriate activities. Applicants wishing toreceive credit for such experience must indicate clearly the natureof their duties and responsibilities in each position and the numberof hours a week spent in such employment.Physical Requirements: The work is sedentary. Typically, theemployee sits comfortably to do the work. The work area isadequately lighted, heated and ventilated. However, there may besome walking, standing, bending, carrying of light items such aspapers, books or driving an automobile, etc. Ability to sit or standfor extended periods of time is required, as well as the ability towork in front of a computer screen entering data for extendedperiods of time.For more information on these qualification standards, please visitthe United States Office of Personnel Management's website athttps://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.EducationThere is no educational substitution at this grade level.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 Federalemployment. You can verify your education here:http://ope.ed.gov/accreditation/. If you are using foreign educationto meet qualification requirements, you must send a Certificate ofForeign Equivalency with your transcript in order to receive creditfor that education. For further information, visit:http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.Additional informationThe Interagency Career Transition Assistance Plan (ICTAP) andCareer Transition Assistance Plan (CTAP) provide eligibledisplaced Federal/VA competitive service employees with selectionpriority over other candidates for competitive service vacancies. Tobe qualified you must submit appropriate documentation (a copy ofthe agency notice, your most recent performance rating, and yourmost recent SF-50 noting current position, grade level, and dutylocation) and be found well-qualified for this vacancy. To bewell-qualified: applicants must possess experience that exceedsthe minimum qualifications of the position including all selectivefactors, and who are proficient in most of the required competenciesof the job. Information about ICTAP and CTAP eligibility is on OPM'sCareer Transition Resources website athttp://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.Placement Policy: The posting of this announcement does notobligate management to fill a vacancy or vacancies by promotion. Theposition may be filled by reassignment, change to lower grade,transfer, appointment, or reinstatement. Management may use any oneor any combination of these methods to fill the position.It is the policy of the VA to not deny employment to those that havefaced financial hardships or periods of unemployment.This job opportunity announcement may be used to fill additionalvacancies.Veterans and Transitioning Service Members: Please visit the VAfor Vets site for career-search tools for Veterans seekingemployment at VA, career development services for our existingVeterans, and coaching and reintegration support for militaryservice members.For more information on the "Who may apply" eligibilityrequirements, please refer to the OHRM Status Candidates and OtherCandidate Definitions document.If you are unable to apply online view the following link forinformation regarding an Alternate Application.How You Will Be EvaluatedYou will be evaluated for this job based on how well you meet thequalifications above.IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WEWILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.Narrative responses are not required at this time. If you arereferred for consideration, you may be asked to submit additionaljob related information, which may include, but not limited to;responses to the knowledge, skills and abilities; completion of awork sample, and/or contact for an interview.Your resume and/orsupporting documentation will be verified. Please follow allinstructions carefully. Errors or omissions may affect your ratingor consideration for employment.Background checks and security clearanceSecurity clearanceOtherDrug test requiredNoPosition sensitivity and riskNon-sensitive (NS)/Low RiskTrust determination processSuitability/Fitness- Required DocumentsTo apply for this position, you must provide a complete ApplicationPackage which includes:
                  • Resume
                  • SF-50/ Notification of Personnel ActionThe following documents are accepted, and may be required ifapplicable to your eligibility and/or qualifications for thisposition. Please use this checklist to make sure you have includedother documents required for your application, such as a copy ofyour transcript (if using education to qualify), SF-50's(current/former Federal employees), documentation to supportVeterans Preference claims, or ICTAP/CTAP documentation (fordisplaced Federal employees). You will not be contacted foradditional information.- Cover Letter- Resume- SF-50/ Notification of Personnel Action- TranscriptSF-50, Notification of Personnel Action (if applicable for Time inGrade and/or Eligibility):- Most recent SF-50 if you are a current or former Federalemployee- An SF-50 showing your time-in-grade eligibility must besubmitted with your application materials. If the most recentSF-50 has an effective date within the past year, it may notclearly demonstrate you possess one-year time-in-grade, asrequired by the announcement. In this instance, you must providean additional SF-50 that clearly demonstrates one-yeartime-in-grade- Award 50's do not provide sufficient information and will not beaccepted 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 datemore than one year old.If you are relying on your education to meet qualification requirements:Education must be accredited by an accrediting institutionrecognized by the U.S. Department of Education in order for it to becredited towards qualifications. Therefore, provide only theattendance and/or degrees from schools accredited by accreditinginstitutions recognized by the U.S. Department of Education.Failure to provide all of the required information as stated in thisvacancy announcement may result in an ineligible rating or mayaffect the overall rating.- BenefitsA career with the U.S. Government provides employees with acomprehensive benefits package. As a federal employee, you and yourfamily will have access to a range of benefits that are designed tomake your federal career very rewarding. Learn more about federalbenefits.Review our benefitsEligibility for benefits depends on the type of position you holdand whether your position is full-time, part-time, or intermittent.Contact the hiring agency for more information on the specificbenefits offered.- How to ApplyAll applicants are encouraged to apply online. To apply for thisposition, you must complete the questionnaire and submit thedocumentation specified in the Required Documents section below. Thecomplete application package must be submitted by 11:59 PM (ET) on12/11/2019 to receive consideration. To preview the questionnaireclick https://apply.usastaffing.gov/ViewQuestionnaire/10659516.
                  • To begin, click Apply Online to create a USA JOBS account orlog in to your existing account. Follow the prompts to selectyour USA JOBS resume and/or other supporting documents andcomplete the occupational questionnaire.
                  • Click Submit My Answers to submit your application package.NOTE: It is your responsibility to ensure your responses andappropriate documentation is submitted prior to the closing date.To verify your application is complete, log into your USA JOBSaccount, https://my.usajobs.gov/Account/Login, select theApplication Status link and then select the more information linkfor this position. The Application page will display the status ofyour application, the documentation received and processed, and anycorrespondence the agency has sent related to this application. Youruploaded documents may take several hours to clear the virus scanprocess. To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancyannouncement. You must re-select your resume and/or other documentsfrom your USA JOBS account or your application will be incomplete.NOTE: Participation in the seasonal influenza program is acondition of employment and a requirement for all Department ofVeterans Affairs Health Care Personnel (HCP). HCP are individualswho, during the influenza season, work in VHA locations wherepatients receive care or who come into contact with VA patients aspart of their duties. VHA locations include, but are not limited to,VA hospitals and associated clinics, community living centers(CLCs), community-based outpatient clinics (CBOCs), domiciliaryunits, Vet centers and VA-leased facilities. HCP include all VAlicensed and unlicensed, clinical and administrative, paid andunpaid, full- and part-time employees, intermittent employees, feebasis employees, VA contractors, students, researchers, volunteers,and trainees who work at these facilities. HCP that are unable toreceive or otherwise decline a flu shot will be expected to wear aface mask throughout the influenza season.Agency contact informationFanny HendersonPhone(254) 743-0780EmailFanny.Henderson@va.govAddressVA Central Texas Health Care System1901 Veterans Memorial DriveTemple, TX 76504USLearn more about this agencyNext stepsOnce your online application is submitted you will receive aconfirmation notification by email. After we receive applicationpackages (including all required documents) and the vacancyannouncement closes, we will review applications to ensurequalification and eligibility requirements are met. After the reviewis complete, a referral certificate(s) is issued and applicants willbe notified of their status by email. Referred applicants will benotified as such and may be contacted directly by the hiring officefor an interview. All referred applicants receive a finalnotification once a selection decision has been made.You may check the status of your application at any time by logginginto your USA Jobs account and clicking on Applications. Informationregarding your application status can be found in the USAJobs HelpCenter.- Fair & TransparentThe Federal hiring process is setup to be fair and transparent.Please read the following guidance.Equal Employment Opportunity PolicyThe United States Government does not discriminate in employment onthe basis of race, color, religion, sex (including pregnancy andgender identity), national origin, political affiliation, sexualorientation, marital status, disability, genetic information, age,membership in an employee organization, retaliation, parentalstatus, military service, or other non-merit factor.
                    • Equal Employment Opportunity (EEO) for federal employees & jobapplicantsReasonable Accommodation PolicyFederal agencies must provide reasonable accommodation to applicantswith disabilities where appropriate. Applicants requiring reasonableaccommodation for any part of the application process should followthe instructions in the job opportunity announcement. For any partof the remaining hiring process, applicants should contact thehiring agency directly. Determinations on requests for reasonableaccommodation will be made on a case-by-case basis.A reasonable accommodation is any change to a job, the workenvironment, or the way things are usually done that enables anindividual with a disability to apply for a job, perform job dutiesor receive equal access to job benefits.Under the Rehabilitation Act of 1973, federal agencies must providereasonable accommodations when:
                      • An applicant with a disability needs an accommodation to have anequal opportunity to apply for a job.
                      • An employee with a disability needs an accommodation to performthe essential job duties or to gain access to the workplace.
                      • An employee with a disability needs an accommodation to receiveequal access to benefits, such as details, training, andoffice-sponsored events.You can request a reasonable accommodation at any time during theapplication or hiring process or while on the job. Requests areconsidered on a case-by-case basis.Learn more about disability employment and reasonable accommodationsor how to contact an agency.Legal and regulatory guidance
                        • Financial suitability
                        • Social security number request
                        • Privacy Act
                        • Signature and false statements
                        • Selective Service
                        • New employee probationary periodThis job originated on www.usajobs.gov. For the full announcement and toapply, visit www.usajobs.gov/GetJob/ViewDetails/552224800. Only resumessubmitted according to the instructions on the job announcement listedat www.usajobs.gov will be considered.

Keywords: Veterans Affairs, Veterans Health Administration, Temple , Program Support Assistant (OA) - Office of the Chief of Staff, Administration, Clerical , Temple, Texas

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