Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. Open to the public.

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Major duties may include but are not limited to:

The incumbent is responsible for maintaining accurate physical and electronic inventories, preparing orders of controlled substances for the procurement technician to maintain par levels, and receiving controlled substance orders for their section, as well as accurately completing and filling dispensing documents, transfer reports, and other inventory management related forms as assigned. This position supports the Outpatient Pharmacy and provides cross-coverage for Inpatient Pharmacy and other medication-related areas as needed.

Controlled Substances Inventory Management

• Maintains accurate physical and electronic inventory of controlled substances; performs biennial, biweekly (72-hour), and other required counts per VHA Directive 1108.01(2).

• Ensures all controlled substances are secured, access-restricted, and documented according to law, DEA regulations, and VA policy.
• Processes receipt of controlled substances, verifies vendor invoices, and reports discrepancies immediately.
• Manages expired, unusable, and returned controlled substances, including secure storage and reverse distribution procedures.
• Reconciles all controlled substance documentation daily, including release slips, green sheets, inventory reports, transfer reports, and destruction records.

Controlled Substance Procurement

• Submits orders to Procurement in a timely and accurate manner and maintains par levels.
• Returns excess or incorrect items for credit and ensures controlled substances awaiting return are appropriately secured.
• Ensures invoices are signed by the receiving pharmacist and Accountable Officer and filed appropriately.
• Responds immediately to drug recalls and completes required documentation.

Medication Preparation & Dispensing

• Accurately fills controlled substance prescriptions and medication orders for pharmacist verification in compliance with Federal, state, and VA regulations.
• Repackages bulk medications (including hazardous drugs) into unit-dose forms with proper labeling, barcodes, expiration dating, lot numbers, and documentation.
• Prepares medications for mail when assigned and completes required mailing forms.
• Identifies and reports potential problems, errors, or adverse drug events per policy.
• Demonstrates proficiency in VistA, controlled substance packages, and pharmacy automation systems.

Controlled Substance Storage & Distribution

• Maintains adequate stock levels in the vault and adjusts par levels for automated dispensing cabinets as needed.
• Replenishes automated dispensing cabinets in the presence of authorized nursing staff with appropriate witnessing and documentation.
• Ensures chain-of-custody documentation for all controlled substances delivered to units, clinics, and USPS for mail-out.
• Properly rotates stock; disposes of outdated or damaged medications per VHA Handbook 1108.01.
• Maintains and calibrates equipment, reports issues, and coordinates repairs.

Training & Education

• Assists in training, orientation, and re-training of Outpatient Pharmacy staff.
• Helps maintain competency assessments and mandatory training documentation.

Customer Service

• Provides timely, courteous, and professional communication to Veterans, staff, and visitors; practices VA telephone standards.
• Resolves issues within scope and refers problems outside scope appropriately.
• Participates in daily tiered huddles, continuous improvement initiatives, and service-wide strategic planning.

Other Responsibilities

• Follows all pharmacy security procedures, Life Safety, infection control, and safety guidelines.
• Ensures compliance with privacy, computer security policies, and the VA Occupational Safety and Health Program.

Work Schedule: Various Schedules, may include some holidays and weekends.
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 000000
Permanent Change of Station (PCS): Not Authorized
Relocation/Recruitment Incentives: Not Authorized

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.
• Must be proficient in written and spoken English.
• 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.
• Must pass pre-employment physical examination.
• 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

Basic Requirements:

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Certification. Certification by the National Pharmacy Technician Certification Board (PTCB) is required.
• English Language Proficiency. Pharmacy technicians appointed to direct patient care positions must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part.

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations: GS-08

(1) Experience. Candidates must possess one year of experience equivalent to the next lower grade level and demonstrate the KSAs below.

(2) Certification. For positions above the full performance level, the employee must pass a national certification exam and hold an active national certification through either:

• (a) PTCB as a CPhT.

OR

• (b) NHA as a ExCPT.

(3) Knowledge, Skills and Abilities (KSAs). In addition to the experience above, the candidate must demonstrate the following KSAs for all GS-08 assignments and meet any additional KSAs for the assignment, if indicated:

• (a) Comprehensive knowledge of concepts, principles, methodology and policies in a specialized area or section of pharmacy (such as sterile compounding, controlled substances, automation, clinical pharmacy, contact center, etc.) Note: See Specialized Area.in the Definitions Section.
• (b) Skill in training and orienting new and existing pharmacy facility employees and students on proper policies and procedures.
• (c) Ability to evaluate, analyze and coordinate workflow and work activities within a specialized area or section of the pharmacy.

Preferred Experience: Previous experience with controlled substances and inventory management.

References: VA Handbook 5005 Part II Appendix G28

Physical Requirements: Employees are typically expected to work varying work schedules. This may include nights, weekends and/or holidays as assigned. Principle duties require repetitive use of hands and fingers (e.g., preparing IV admixtures, use of a computer keyboard, etc.). May require lifting and carrying light loads (up to 44lbs.), including boxes, equipment, unit dose-cassettes, and IV solutions; stooping or kneeling (e.g., to pick up items from the floor, remove and replace items on lower shelves, sitting, walking, or standing for long periods of time (4-8 hours). Normal ranges of hearing and vision are required to perform work and communicate effectively; must have the visual ability to distinguish between basic colors and shades of color. An ability to perform tasks requiring rapid mental and muscular coordination functions simultaneously is necessary. Must be physically capable of operating various types of equipment used for the job.

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 MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.