Clarification from the agency

This announcement is open only to current, permanent, VA employees at the Dayton VA Medical Center. Please note, you must submit a copy of your most recent (within the last 12 months) non-award SF-50 as verification of your time in grade. You may also need other SF-50s as supporting documentation. The 2-page resume limit does apply to this position.

Duties include, but are not limited to:

• developing of performance standards, writing position descriptions, evaluating work performance, and counseling of employees whose performance is not satisfactory, initiating disciplinary actions when necessary, hearing and resolving complaints from employees, providing expertise in eligibility issues to medical center staff.
• evaluating and managing flow of work within the Section. Assigning daily tasks; identifying changing needs for technical and administrative support and revising office operations.
• Responsible for leave administration, incentive awards programs, motivation and morale, administrative disciplinary actions, recruitment and placement, position management and classification, preparing position descriptions, overseeing semiannual and annual evaluations, counseling employees whose performance is marginal or unsatisfactory and implementing continuing education activities. Also, ensuring policy adherence, task reviews, delegation of work developing and managing databases necessary for tracking TQI training/participation and making recommendations as to funding and policy issues based upon the information collected.
• Responsibilities include leave administration, incentive awards programs, motivation and morale, administrative disciplinary actions, recruitment and placement, position management and classification, preparing position descriptions, overseeing semiannual and annual evaluations, counseling employees whose performance is marginal or unsatisfactory and implementing continuing education activities, ensuring policy adherence, task reviews, delegation of work developing and managing databases necessary for tracking TQI training/participation and making recommendations as to funding and policy issues based upon the information collected.
• managing expendable supplies and nonexpendable equipment, including but not limited to automated data processing (ADP), Audio Visual and/or other computer-based equipment. Maintaining accurate inventories and accounting for the use of all assigned equipment, supplies, space, and fiscal resources. Reviewing annual inventory documents for accuracy and resolves discrepancies. Providing guidance and assistance in preparing plans for acquisition of equipment.
• Supervising and maintaining systems for record keeping including timecards, and other financial reports, budget tracking, purchasing, and contract obligations to assure that workforce and workload are balanced. Providing guidance and initiating training of all new Enrollment and Eligibility staff and Patient Service Associates, i.e Telephone Operators, in the VA Medical Center (VAMC) policies, guidelines, and procedures.
• thoroughly working knowledge of the development and integration of VistA and CPRS, as well as the network operating systems and office applications software relevant to the clinical and administrative end users within the service.
• Using available teaching aids, technical manuals, education staff, information technology staff and other available resources to train and disseminate information to end users on the applicable software they need to perform their job.
• thoroughly knowledgeable in program planning, enrollment, eligibility and preregistration, representing facility leadership in professional settings, resource utilization, strategic planning, organizational development, and outreach.
• training on regulatory guidelines of eligibility, benefits, travel, orientation.
• corresponding regarding veterans, congressional offices, veteran services representatives, and other individuals.
• assisting in the design, implementation, and management of program data systems.
• training and understanding on business cycle support and administration, including insurance capture buffer software, kiosk programs, staff training, malfunction resolution and program implementation and expansion, briefing services and staff. Managing the business cycle process of the DVAHCS. Training on billing to workers compensation, Tricare, IDES, and ChampVA.
• serving as the outreach committee chairperson, including responsibilities with statewide outreach events and seminars. Working directly with government to establish a provider network in the private sector, including eligibility and enrollment.

Work Schedule: Monday through Friday, 0800-1630
Virtual: This is not a virtual position.
Position Description/PD#: (Supervisory) Contact Representative (Enrollment and Eligibility Manager)/PD921100
Relocation/Recruitment Incentives: Not authorized
Critical Skills Incentive (CSI): Not authorized
Permanent Change of Station (PCS): Not authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/04/2026.

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-9 position you must have served 52 weeks at the GS-7. 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:

One year of specialized experience equivalent to at least the next lower level in the normal line of progression that demonstrated knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled; ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communications. Examples of qualifying specialized experience include and must be shown:

• Functions as the supervisor of administrative support staff by evaluating and managing flow of work within the Section. Assigns daily tasks equitably and appropriately in a manner that will assist in attaining optimal efficiency in administrative support functions. Identifies changing needs for technical and administrative support and revises office operations to meet changing needs.
• Responsible for leave administration, incentive awards programs, motivation and morale, administrative disciplinary actions, recruitment and placement, position management and classification, preparing position descriptions, overseeing semiannual and annual evaluations, counseling employees whose performance is marginal or unsatisfactory and implementing continuing education activities.
• The ability to interpret and apply regulatory and procedural requirements and process unusually difficult and complicated transactions are necessary. Responsibility will be delegated for supplies and equipment, supervisory time keeping, personnel paperwork, files management and retrieval and updating correspondence, special documents, and memos.
• Skill in conducting interviews with supervisors and employees to obtain information about organizations missions, functions, and work procedures. Ability to effectively collaborate with physicians/medical staff, managers, administrators, Central Office staff internal and external stakeholders to gather information/data.
• Knowledge of and skill in data management principles and concepts, as it relates to automated systems, computer programs and data sources. Ability to use the computer for electronic communication, work processing, and data analysis.

You will be rated on the following Competencies for this position:


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 primarily sedentary, but may require some walking, bending, stooping, standing, stretching and carrying objects such as files/binders and lifting moderately heavy equipment or other items weighing less than 20 pounds such as Tandberg video equipment or VA informational brochures. The position requires travel (primarily within the facility geographic area) involving day trips, with occasional overnight trips. Work also requires spending time performing keyboarding duties and speaking on the phone for extended periods of time.

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/.

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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. 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. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the 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.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and 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 Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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