The Primary Purpose of the Position is: serves as an Administrative Assistant to the Chief and Assistant Chiefs (Chief/ACs) of Social Work Service, and if applicable, to the Administrative Officer, providing a wide range of administrative and clerical support duties.

Duties

Duties include but not limited to: Project and SharePoint Coordination: Responsible for the coordination of numerous tasks/items managed/updated by social work service including but not limited to policy and Standard Operating Procedure (SOP) management, Social Work SharePoint, Shared Folders, and coordination of all Tiger Teams reporting to the Chief/ACs and Social Work Executive Leadership Group (SW ELG). Functions as the Automated Data Processing Applications Coordinator (ADPAC) for the Office of the Chief and serves as back-up for the service. Troubleshoots technical problems users have with software packages and hardware issues. Investigates and reports problems to Office of Information Technology (OIT) Service. Administrative Support: Composes correspondence and presentations for the Chief/ACs when given subject matter, including but not limited to performing research on assigned topic. Provides guidance regarding correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Independently composes and prepares nontechnical correspondence such as requests for information concerning the service mission and programs; office procedures; and letters of acknowledgment, commendation, or notification. Critically reviews all outgoing correspondences prepared by the Chief/ACs as requested to ensure conformance with regulations, grammar, format, typographical accuracy, and other procedural requirements. Maintains calendars for the Chief/ACs and has authority to arrange meetings, time, place, and attendance. Independently maintains and coordinates the Chiefs/ACs' calendars. This includes coordinating meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the service. Schedules appointments and meetings without prior approval based on personal knowledge of the commitments, priorities, workload and current issues of importance and coordinates as necessary. Receives, reviews, and processes mail and correspondence for the Service Chief/ACs and other supervisory staff. In some cases, this may require the incumbent to personally interpret incoming correspondence, publications, regulations, policy, and directives which may affect Social Work Service. Reviews, analyzes, and updates budget hiring sheet with service FTEE gains and losses each pay period. Office Administration and Automation: The Incumbent is responsible for answering phone calls for the Chief/Assistant Chiefs of Social Work Service Administrative office, as well as provides phone support and backup to the administrative office and ascertains the nature of the calls. Receives calls and/or visitors from the Central Office, VISN, VANTHCS executive staff, EEO Attorneys, Congressional Office staff, Veterans Organizations' representatives, union officials, and Veterans, determines nature of call or visit based upon detailed knowledge of the Service and its programs and operations, determines if visit or call requires the attention of the Chief or Assistant Chiefs. Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information, and resolve incompatibility problems in transferring text from one software package to another when menu options and specific software instructions are not available. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures. Attends staff meetings and other committee meetings as appropriate. Independently notes and follows up on commitments made at meetings and conferences by staff members. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD006370 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, 10/23/2023. 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-06 position you must have served 52 weeks at the GS-05. 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 education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: manage and update policies, procedures, SharePoint and shared folders as required; utilize automated software to create, copy, edit, store, retrieve and print forms, memorandums, letters and materials; assist with software and automated management information to include trouble shooting problems; compose and review grammatically correct correspondence outgoing correspondence to ensure conformance with policies and regulations; maintains office files and procedures to ensure efficient office operations; maintains calendars to arrange meetings, conferences, travel and appointments. You will be rated on the following Competencies for this position: Clerical Customer Service Flexibility Hardware Listening Manages and Organizes Information Oral Communication Self-Management Speaking Writing 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. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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.

Contacts

• Address Dallas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]