The Administrative Specialist performs administrative support to the Community Care Service (CCS) under the direct supervision of the Community Care Service Chief, in the Medical Director Service Office, located at the Beckley VA Medical Center.

Duties

Duties of the Administrative Specialist include and are not limited to: Provides guidance and technical advice to senior managers and other staff members on a variety of administrative, management, and Human Resources (HR) matters. Coordinates with HR and staff offices to ensure personnel actions are efficiently initiated and completed in a timely manner. Administers service line procedures for recruitment and selection of applicants for employment. Tracks all positions, position documentation, vacancies and their hiring status, and interface with HR, Credentialing, and Privileging, and Professional Standards Boards. Coordinates screening panels and interviews for Title 38, Hybrid Title 38, and Title 5 Recruitments. Assists in implementation and monitoring of 5-level performance appraisal system and performance-based award policy. Assists leadership in tracking a variety of employee grievance/EEO complaints. Identifies future training and development needs for employees and supervisors and introduces new technologies for the delivery of this training. Provides oversight of timekeeping procedures for assigned workforce. Performs various special projects and studies in support of CCS. Responds in a timely manner to customer inquiries or requests, providing appropriate attention to customer needs. Works closely with managers and supervisors to design and develop administrative processes that address a broad range of workflows involving a diverse group of stakeholders. Consults and participates with all members of service leadership in analyzing broad implications of laws, regulations, and polices. Analyzes trends and patterns, which may lead to the development of new methods and criteria and propose new policies to the chief. All other duties as assigned and outlined in Position Description. Work Schedule: Monday through Friday, 8:00 AM to 4:30 PM Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD200170 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 03/15/2024. 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 - 09 position you must have served 52 weeks at the GS - 07. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-7) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:Advises Service line leadership and provides guidance/technical advice to staff members on all administrative and HR programs; Coordinates with HR and staff offices to ensure personnel actions are efficiently initiated and completed in a timely manner; Provides timekeeping duties to include tracking and analysis of special leave groups and use or lose program. Composes report/memorandums for specific actions; Monitors and records progress of all current assigned time line guides and or implementation checklists for report to service line and station leadership; Provides narrative summaries, white papers, charts, graphs, and briefing books as required. Develops written issue briefs to describe incidents which occur. Immediate action is necessary to provide a summary of the situation and inform VA leadership prior to escalation. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree; Or 2 full years of progressively higher level graduate education leading to such a degree; Or LL.B. or J.D. (if related); OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 18 semester hours. To calculate, first identify the percentage of required education you have earned. Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent. One year of full-time academic graduate study is defined as 18 semester hours or 27 quarter hours. You will be rated on the following Competencies for this position: Administration and ManagementBusiness Process ReengineeringOrganizational AwarenessTeamworkTechnical CompetenceTechnical DocumentationTechnology Application 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 mostly sedentary and may require the ability to sit for extended periods of time, a portion of which may be at a personal computer. There is some walking and carrying of light items. There is light physical activity including bending and lifting of items such as files, books and reports. These duties are performed primarily in an office setting. 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.

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Beckley VA Medical Center 200 Veterans Avenue Beckley, WV 25801 US
• Name: Tianna Miller
• Email: [email protected]