This position is organizationally aligned under the Social Work Service at Edward Hines, Jr VA Hospital, Hines, IL (578) - a Level 1a Complexity Facility. The primary purpose of this position is to perform administrative and management assistance level support to the Social Work Chief, and/or the Supervisors/Program Coordinators of any of the Service's specialized Program areas.

Duties

Provides administrative and management assistance/support to the Social Work Service administrative office including: meeting planning/video conference calls/conference calls, recording and generation of meeting minutes, data gathering, conference setup and support, report generation, memos, spreadsheets, graphs and presentations. Maintains calendars for the Social Work Executive and/or the Supervisor/Program Coordinator of any of the Service's specialized Program areas; handling contacts with visitors/callers for and with high level officials (i.e. supervisors, physicians, veterans, state and local officials); scheduling conferences; transcribing dictation; using medical terminology competently; editing and composing letters and reports; and performing electronic file maintenance. Receives calls for the Social Work Service administrative office, answers routine requests, and refers phone calls. This could include answering requests for information or responding to requests for materials in the absence of the supervisor. Develops, implements, and maintains effective travel procedures (including reservations and itinerary), for the Social Work Service staff as needed. Assists with travel arrangements including visits to sites throughout the VISN for staff meetings, appearances before veterans' groups, national and VISN committee meetings, management seminars and professional education. Authority will be exercised with recognition of the staff's priorities, program plans and available time, and fiscal implications of different travel arrangement options. Maintains files, records and correspondence for the Social Work Service. Receives significant amounts of incoming correspondence, directives, handbooks, information letters and other official information; determines appropriate action, including routing to Social Work Service administrative staff for action, filing for information, or destroying. Prepares correspondence, statistical graphs, logs, and reports in final form, ensuring correct punctuation, capitalization, spelling is grammatically correct, error free and that suspense dates are met. Additionally, determines correct format of typed materials to determine if it is acceptable in accordance with VA published standards. Makes necessary distribution of original and final copies to ensure compliance with existing policy. Serves as the Social Work Service Line PIV Sponsor and complies with the responsibilities and required training as appropriate. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: Mon-Fri 0730-1600 Telework: Ad-Hoc may be available Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD09679O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/21/2023. 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-6 position you must have served 52 weeks at the GS-5. 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. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. 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. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: You must have one year of specialized experience equivalent to at least the next lower grade GS5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of a wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain budget assignments while verifying the accuracy of budgetary data, adjusting dollar amounts of accounts by line item and object class, and preparing reports on the status of funds. *Knowledge of the data collection and management of data in order to input, retrieve, analyze, summarize, resolve nonstandard transactions, complaints, and present information effectively, sufficient to demonstrate an ability in communicating both orally and in writing with a variety of end users in structured and unstructured settings, in order to make effective oral presentations and prepare clear, concise written reports that describe the data collection techniques and other processes and procedures used, conditions of program operations, and recommended improvements. Skill in applying basic fact and data gathering methods, such as standard interviewing or surveying techniques, to collect various types of factual information You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsCustomer Service (Clerical/Technical) 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There 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 Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Vanessa Houliston
• Phone: 725-210-2766
• Email: [email protected]