This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:MANAGEMENT ASSISTANT

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:AH-13-SCJ-883843

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.

SALARY RANGE:

$41,002.00 to $53,307.00 / Per Year

OPEN PERIOD:

Monday, April 29, 2013 to Friday, May 03, 2013

SERIES & GRADE:

GS-0344-07

POSITION INFORMATION:

Full Time - Permanent

PROMOTION POTENTIAL:

07

DUTY LOCATIONS:

1 vacancy in the following location:
Bonham, TX United StatesView Map

WHO MAY APPLY:

Applications are being accepted from current VA employees serving on a permanent Career or Career Conditional appointment, a permanent Title 38 or Hybrid Title 38 Excepted service appointment with eligiblity to apply under the interchange agreement

JOB SUMMARY:

   

Vacancy Identification Number (VIN): 883843 (Please include on all documents)

 

OUR MISSION: To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate care to Veterans? 

 

YOU CAN MAKE A DIFFERENCE

VA North Texas Health Care System is the second busiest VA system in the nation and we are growing! Comprised of the Dallas VA Medical Center, Sam Rayburn Memorial Veterans Center in Bonham, Fort Worth Outpatient Clinic and Tyler VA Primary Care Clinic, VANTHCS is an integrated health care system with approximately 4,600 employees and over 1,600 volunteers and clinical trainees. VANTHCS also coordinates a Community Based Outpatient Clinic program throughout its 40-county primary service area to improve access to care for veterans throughout 38 North Texas and 2 in southern Oklahoma. Through these four distinctive facilities and relationships with other agencies, VANTHCS provides a continuum of health care services to a veteran population of approximately 110,000.

Housed on an 84-acre campus, Dallas VA Medical Center is the corporate headquarters for VANTHCS and serves as the tertiary referral center. Through its partnership with The University of Texas Southwestern Medical Center at Dallas (UT Southwestern), it also has emerged as a major teaching and medical research center. Primary care and multi-specialty outpatient clinics are also provided, making VANTHCS the 2nd largest health care system based on number of patients seen.

Dallas provides a wide variety of cultural and educational opportunities, has a variety of affordable housing opportunities, and is easily accessible nationally and internationally.

VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities.  For more information on the Department of Veterans Affairs, go to http://www.vacareers.va.gov/.  

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.

KEY REQUIREMENTS

  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.
  • Must pass pre-employment examination
  • English Language Proficiency required

DUTIES:

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MAJOR DUTIES:

 This position is located in Nursing Service at the Sam Rayburn VA Medical Center in Bonham, TX.  The incumbent will serve as a Management Assistant for the office, providing a variety of Administative support for patent care programs, resources, reports, staffing methodology grids, and program updates reuired by Central Office.  Controls the maintenance and development of various administrative directives using knowledge of the established content and format requirements and the purposes and functions of the organizations involved.  Reviews proposed directives to ensure proper arrangement of material, consistency with existing directives, and proper distribution.  Reviews existing directives to detect and eliminate conflict, overlap, and duplication; and ensures that only current material is retained.  Devises ways to improve directives by simplifying, consolidating, or eliminating them.  Discusses recommendations for changes with the using offices in order to gain concurrence.  Adapts guidelines to determine whether an organization's proposed directives, publications, or functional statements are within the scope of their established delegated authority or assigned function. Monitors the management of records by distributing questionnaires to offices asking for lists of file numbers and corresponding subject content and, using knowledge of agency records management regulations, reviewing the completed questionnaires to ensure material is filed under proper record numbers. Inspects the files of offices to ensure that all records are stored and labeled correctly, contain current material, and are not duplicated. If problems exist, the incumbent explains procedures to the office's records coordinator including how to number and store paper, electronic, and other types of records; when to dispose of or transfer records to central holding areas; and how and where to store or destroy classified records.  Verifies the staff levels of clerical work units. Interviews operating personnel to collect information on the quantity, kind, and level of positions in the units. Compares this information to authorized staffing levels to identify unapproved or vacant positions and other similar deviations from established requirements. Interviews work unit supervisors to determine if the positions are needed based on current or potential office workload. Provides reports to higher level employees describing the problems and recommendations for maintaining or eliminating the positions. Makes adaptations to established guidelines in order to evaluate the appropriateness of justifications for changes in clerical staffing levels. Monitors and studies the workflow of clerical work units. Interviews and observes work unit personnel to collect information concerning duties of employees, lines of supervision, flow of work, and problems encountered. From the collected information, the incumbent designs office layouts and workflow diagrams; and studies this information and the current clerical procedures to determine the causes of workflow problems. Reviews established guidelines and precedent cases to identify alternative solutions; and recommends revised procedures the causes of workflow problems. Provides reports to higher level employees that describe the causes of workflow problems, specific alternatives to improve the workflow of clerical work units, redesigned office space, and/or new equipment.

 

 

 

Tour of Duty- Day Shift-Monday - Friday

 

POSITION DESCRIPTION TITLE/PD#:  Management Assistant, 549-8581-0. 

RELOCATION EXPENSES:  Relocation expenses are not authorized for this position. 

 


QUALIFICATIONS REQUIRED:

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

 

Time-in-grade:  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. For the GS-7 level, applicants must have held the GS-6 or higher grade for a year.  The grade may have been in any occupation but must have been in the Federal Service.

Specialized Experience: Experience that equipped the applicant 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 but is not limited to, serving as a principle office assistant performing a variety of administrative and clerical duties for the Associate Chief of Staff (ACOS) and Administrator Officer (AO) for Nursing Service. Assists the ACOS/AO and employees with day-to-day operations including Non VA Care Coordination, Home Based Primary Care, State Veterans Home Coordinator, and Nursing Service.  Enhances the efficiency and productivity of the service.  Serves as an expert in office automation and provides clerical and administrative oversight and support.  Performs secretarial duties, general office work, typing, and office automation.  Facilitates smooth and accurate flow of information within and outside the facility. Screens incoming telephone calls and visitors and maintains calendar of ACOS/AO and has authority to arrange meetings; certifies time and attendance records; provides standard information on administrative policies; and maintaining records in an office filling system; ordering/receiving supplies; maintaining control point records; preparing, submitting, and maintaining records on personnel action requests. To be creditable at the GS-7 level, specialized experience must have been comparable to the GS-6 level.

PHYSICAL REQUIREMENTS:  The work is normally sedentary with some lifting, bending, walking, and standing required during coordination with users and operators and in equipment replacement.  On occasion, work involves handling moderately heavy computer equipment and supplies.

Applicants for this position must pass a pre-employment medical examination.

 

FINAL JOB OFFER IS CONTINGENT UPON PASSING A PHYSICAL (IF REQUIRED), AND RECEIPT OF POSITIVE FEEDBACK FROM LIST OF EXCLUDED INDIVIDUALS/ENTITIES (LEIE), HEALTHCARE INTEGRITY AND PROTECTION DATA BANK (HIPDB) FINGERPRINT CHECKS AND BACKGROUND CHECKS.

 

You will be rated on the following Knowledge, Skills, Abilities and Other characteristics (KSAOs) based on your application for this position.

 

KSA 1 - Ability to communicate orally and in writing.

 

KSA 2 - Ability to utilize tact and diplomacy in dealing effectively with a wide variety of customers.

 

KSA 3 - Knowledge of and ability to use a variety of computer software to perform such tasks as producing reports, compiling and manipulating data, creating spreadsheets, charts and graphs.

 

KSA 4 - Knowledge of an extensive body of management and/or program analysis technical rules, guidelines, regulations and precedents. 

 

KSA 5 - Ability to work independently and make decisions.

 

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.

 

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/application does not support your questionnaire answers, we will not allow credit for your response(s).


 APPLICANTS PLEASE NOTE:  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 (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website:  http://www.ed.gov/admins/finaid/accred/index.html  All education claimed by applicants will be verified by the appointing agency accordingly. *** 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.  ***  Please refer to this checklist to ensure proper accreditation and for foreign education requirements.

Veterans' Preference:  When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or 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 Veterans Preference" with required proof as stated on the form.  For more information, please review the information for disabled Veterans in the application 
checklist or visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

HOW YOU WILL BE EVALUATED:

Your résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.


BENEFITS:

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VA offers a comprehensive benefits package.  This link provides an overview of the benefits currently offered:  http://www.va.gov/jobs/job_benefits/benefits.asp

The Federal Government has special excepted appointing authorities for persons with qualifying disabilities, such as Schedule A. Specific information can be found at http://www.opm.gov/disability/peoplewithdisabilities.asp.  IMPORTANT: If you would like to receive consideration as a Schedule A applicant, you must contact the HR Office at the facility where this position is located: VAMC Dallas
4500 S Lancaster Rd
Dallas, TX 75216
 



OTHER INFORMATION:

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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal 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/.  

VA may offer newly-appointed Federal employees 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.

This job opportunity announcement may be used to fill additional vacancies.

You may be required to serve a probationary period. 



HOW TO APPLY:

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To apply for this position, you must provide a complete Application Package (See “Required Documents” section below).  The complete Application Package must be submitted by 11:59 PM (EST) on Friday, May 17, 2013.

To begin the process, click the Apply Online button at the bottom of this screen to create an account or log in to your existing USAJOBS account. Be sure to upload the required documents before you submit your application.  Please ensure you click the Submit My Answers button at the end of the process.  Mailed/emailed applications will not be accepted.

Note: To change or update your application, simply reapply through My USAJOBS, before the closing date.  To check the status of your application, log into your USAJOBS account (https://my.usajobs.gov/Account/Login), select Application Status and click on the more information link under the application status for this position. 

If you cannot apply online: you will need to complete the Occupational Questionnaire (View Occupational Questionnaire) by submitting your answers on the 1203FX form (http://www.opm.gov/forms/pdf_fill/OPM1203fx.pdf) and faxing the completed form with all supporting documents to (478)757-3144. The 1203FX form will serve as a cover page for your fax transmission. Keep a copy of your fax receipt in case verification is needed.

 

To fax supporting documents you are unable to upload: Complete the following cover page http://staffing.opm.gov/pdf/usascover.pdf using 883843.  You must use this fax cover sheet in order for your documents to be matched with your online application. Fax your documents to (478)757-3144. Keep a copy of your fax receipt in case verification is needed.



REQUIRED DOCUMENTS:

The following documents are required:

1.  Résumé (required)

2.   Declaration of Federal Employment Optional Form OF-306. (requiried)

3.   Copy of most recent Notification of Personnel Action (SF-50) reflecting competitive status. (required)

4.   Copy of most recent performance Appraisal. (required)

5.   Responses to the Occupational Questionnaire. (required)

6.   Copy of your transcript if you are using education to qualify

7.  Evidence of your eligibility to apply for this vacancy (please see checklist) 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), ICTAP/CTAP documentation (for well-qualified, displaced Federal employees), or documentation to support Veterans Preference claims.  You will not be contacted for additional information.

AGENCY CONTACT INFO:

Employment Office
Phone: (214)857-1701
Email: NTXHRMSEMPLOYMENTOFFICE@VA.GOV
Agency Information:
Human Resources Mgmt
VAMC Dallas
4500 S Lancaster Rd
Dallas, TX
75216

WHAT TO EXPECT NEXT:

After the vacancy announcement closes and a referral certificate is issued, an electronic notification letter - or e-mail - will be sent to applicants who provide an e-mail address.  Otherwise, you will receive a notification letter via the U.S. Postal Service within 2 to 4 weeks.


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Job Announcement Number:

AH-13-SCJ-883843

Control Number:

342627100