Duties
Provides for the overall administrative management of the Sterile Processing Service. Exercises independent and creative judgment in accomplishing major duties. This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues. Monitors performance, suspense actions, and enforces the directions of the Chief of SPS to ensure issues are brought to closure. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Performs a basic analysis of the data and generates a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies. Schedules appointments, coordinates meetings, and/or schedules conferences. Independently schedules Chief of SPS and staff members' time based on a knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required. Obtains and monitors the use of services, supplies, or equipment for the offices. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area.
As timekeeper for the service, incumbent post and validates time and attendance for all staff personnel. Ensures all staff use TMS and monitor TMS use, training completions and accomplishments. Provides TMS compliance and non-compliance reports to the Chief for direct reports as well as to supervisors for their employees.
Advises the Chief and Supervisors regarding procedures, laws, regulations, and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities. Monitors, coordinates, and tracks all on-going and projected personnel actions and continuously apprises management of status. Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor. Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions. Advises Chief and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees Responsible for creating and preparing award packages for employee contribution awards and other criteria awards. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.
The incumbent provides for the maintenance of data related to the budget and expenditure estimates in order to provide the best possible patient care within the allotted budget. Advises on fund shortages and makes recommendations regarding funding or program adjustments to promote program effectiveness and efficiency. The incumbent participates in both long and short-range planning by coordinating the administrative needs of the SPS, as assigned. Participates in annual budget planning and implementation for the section programs; monitors and tracks the program budget throughout the fiscal year. Participates in the equipment ordering process, generates 2237, assemble equipment/supply ordering package with Contracting supporting documents, upload information into SEPG module, and determine the needs and planning for future requirement. Participates in the analysis and interpretation of workload and other data used in resource planning.
Work Schedule: M-F, 8:30am-5:00pm - 8:00AM-4:30PM
Telework: Not Available
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO):
Requirements
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.
- 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
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2025.
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-7 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. For a GS-9 position you must have served 52 weeks at the GS-7 level. 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:
GS-7 grade level
- 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: Data processing, creating power point and other types of administrative reporting to support clinical operations of various programs in BH&S, clinic cancellation/scheduling, creating clinic grids, handling contracts, HR-related processes, resource utilization, workload projections, initiation/revision of policies in the professional services, oversight of TMS, assisting business manager and ACOS, conducting annual inventories and advising accordingly, tracking encounters, visits, workload, medical records and patient safety related data processing and reporting, etc. Providing administrative advice and support to achieve optimum operation. Assisting in the formulation of the annual budget submission, coordinating all Fund Control Point activities. Analysis of manpower, space utilization, equipment, contract services, budgetary/fiscal operations, special projects, educational programs, and medical/legal matters. . OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for the GS-7 level you must have 1 full year of graduate level education or superior academic achievement. To qualify based on education for the GS-9 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 an combination of specialized experience and education beyond 4-year course of study leading to a bachelor's degree. (TRANSCRIPTS REQUIRED)
GS-9 grade level
- 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: Assist with research, analysis, planning directing execution of budget management practices; data analysis regarding cost effectiveness, budgeting, staffing requirements; performance improvement activities; Performing independent and verbal and written communication with both internal and external staff in administrative and clinical positions without prior review by service leadership; Planning and procurement of supplies, office space and staff necessary to run a clinically oriented service. Independent receipt, tracking and completion and submission of service action items and congressional inquiries; change and implementation of service wide policies to increase workflow or eliminate barriers; creates and provides training to service staff, negotiates external contracts with service providers. 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 Two (2) full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D. (TRANSCRIPTS REQUIRED). OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond One (1) full year of graduate level education. (TRANSCRIPTS REQUIRED)
You will be rated on the following Competencies for this position:
- Administration and Management
- Communications
- Contracting/Procurement
- Financial Management
- Managing Human Resources
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 requires some physical exertion, such as periods of standing when teaching; some walking, bending, crouching, stooping, stretching, or similar activities when visiting work sites; and some moderate lifting and carrying. At other times the work is sedentary, requiring the use of a computer.
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
IMPORTANT: 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/.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this
checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
- Cover Letter
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- License
- Other (1)
- PCS Orders
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
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.
Veterans' preference does not apply for internal or other current permanent Federal agency employees.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 01/28/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12667604.
- To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account,
https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.