Administrative Support Assistant (OA) - Veterans Affairs, Veterans Health Administration : Job Details

Summary This position is in the Office of the Chief of the Mental Health Service line at the VA Health Care System in Roseburg, Oregon. The primary purpose of the position is to provide program and administrative support to the Administrative Officer and the Chief of Mental Health Services to the following program areas: Psychiatry, Psychology, Social Work, Vocational Rehabilitation, Addiction Treatment, Recreation Service Residential Care Coordination. Responsibilities Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Major Duties: Assist with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training. Prepare various personnel action and recruitment forms to be submitted to human resources, to include official word documents and forms for incentive award and/or recommendations going to the Awards Committee. Prepares written documents for Title 38 pay recommendations, e.g., SAA (Special Advancement for Achievement) and SAP (Special Advancement for Performance) and submits package to the Professional Standards Board. Performs necessary research related to human resources management issues. Assists the AO in the preparation of SF-182 (Request for Training) and other related training documentation and serves as TMS (Talent Management System) administrator in assisting with coordinating TMS or other training activities for the mental health staff. Calls to attention problems that require agency HR office intervention and/or correction. Makes recommendation to the AO in projecting staffing plans, appraisals, and training requests. The incumbent initiates and manages personnel activities, i.e., writing position descriptions, recruitment requests, managing employee access, and coordination of annual proficiencies and evaluations. Assists the AO in anticipating vacancies for a 100+ FTEE Service and prepares required documents to Submit requests to HRMS and position management with justification for recruitment. Maintains service organizational chart and functional statements/position descriptions. Assists in coordinating the mid-cycle and annual performance evaluation process for the Service. Prepares and monitors various workload and cost reports for use within the service, submits to facility and VISN management as required. Analyzes each cost item pertaining to labor, training, travel, space requirements, equipment, pay estimates for contractors, supplies, purchases, etc., to determine proper sequence required for each action. Ensures funds are available to cover charges for all items related to expenses of the organization. If funds are not sufficient to cover charges, the incumbent works with organization personnel to obtain the funds. Incumbent participates in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Develops monthly variance reports and submits to the Administrative Officer for review and approval. Develops budget correspondence, reviews requests for new or revised reports to determine if they are needed, whether they can be simplified or consolidated with existing reports and improvements in preparation instructions as needed. Coordinates the submission of reports of survey, budgets, management briefing, and other similar reports from the subunits. Monitors fiscal resources of the organization, assisting the Administrative Officer in projection. Provides projections for upcoming travel, equipment, supplies, etc. Utilizes IFCAP and FCP processes and assists in planning/control responsibilities to resolve funding problems and maintains fund control points. Work Schedule: 7:30 am - 4:00 pm or 8:00 am - 4:30 pm; Monday to Friday Position Description Title/PD#: Administrative Support Assistant (OA)/PD306610 and PD306630 Physical Requirements: The work is 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. Requirements Conditions of Employment You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation May serve a probationary period Selective Service Registration is required for males born after 12/31/1959 A complete application package; Resume, Transcripts, etc. Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See Additional Information below for details. Qualifications To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service) that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Specialized experience includes: extract information from various sources to analyze and apply standard interviewing or surveying techniques to resolve issues; use word processing and various software programs to create, modify, and retrieve various types of documents, written correspondence and reports; maintain assigned vehicles and their maintenance requirements; assists in development of informational handouts, brochures, and guideline materials; manage multiple assignments simultaneously. Note: 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. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service) that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Specialized experience includes: establishes protocols for incoming data and organizes computerized data sets; extract information from various sources to analyze and apply standard interviewing or surveying techniques to resolve issues; use word processing and various software programs to create, modify, and retrieve various types of documents, written correspondence and reports; maintain assigned vehicles and their maintenance requirements; assists in development of informational handouts, brochures, and guideline materials; manage multiple assignments simultaneously; interprets administrative policies, assists in developing or implementing local policies, defines administrative requirements and/or provides advice to management on related issues. Note: 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. Typing Proficiency: In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. 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. Education There is no educational substitution. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. A 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. Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part 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), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.