Administrative Support Assistant Job in San Diego, CA

Vacancy No. CBSX-12637347-25-TS Department Veterans Health Administration
Salary $40,075.00 to $65,322.00 Grade 5 to 6
Perm/Temp Permanent FT/PT Full-time
Open Date 12/13/2024 Close Date 12/27/2024
Job Link Apply Online Who may apply Public
Locations:
San Diego, CA


Summary

This position is located at the San Diego VA Healthcare System. The incumbent is under the direct supervision of the Administrative Officer and/or Assistant Chief of Engineering Service in the Operations and Maintenance section and provides technical and administrative support services to the Chief, Operations and Maintenance, Engineering Service, and is responsible for assuring the service is in compliance with the Medical Center's building Maintenance Plan and Central Plant Operation Plan.

This job is open to

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties

This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-06. At the GS-05 grade level, The incumbent serves in a developmental capacity at the GS-5 level. Key functions will be similar to those described at the full performance level of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills, and abilities necessary to accomplish the work at the full performance level. The incumbent will progressively acquire the background necessary to perform at the full performance level of GS-06. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher-level work, and availability of funds.

Major duties include but are not limited to:

  • Administers budget for several fund control points. Incumbent provides budgetary and fiscal recommendations for the Chief, Operations and Maintenance, Engineering Service and the staff.
  • Develops, formulates, and provides all essential data for the annual budget forecast, based on studies of past expenditures, knowledge of Engineering Service requirements, program plans and workload forecasts.
  • Maintains budget control records and assures that funds are used in accordance with the operating budget.
  • The incumbent is the liaison between the Engineering Service and the local servicing finance offices in maintaining and reconciling budget allocations.
  • Reviews fund requests from within the Operations and Maintenance section of Engineering Service for adequacy, completeness, and conformance with procedural and technical requirements.
  • Assists and informs the Chief, Operations and Maintenance, Engineering Service on administrative policies, resource utilization and workload projections within Operations and Maintenance section of Engineering Service programs.
  • Assist staff in developing, writing, and implementing operating procedures. Reviews current procedures for compliance, deviations, or needed revisions and makes recommendations for review. Reviews periodic changes to applicable supply manuals/procedures, which affect maintenance material management functional responsibilities.
  • Serves as acquisition agent for the purchase of Engineering supplies/equipment. Conducts considerable research and coordination with customers, suppliers, and manufacturers to locate sources for urgently required items or for specialized items. Monitors deliverables to ensure purchase order requirements are met.
  • Conducts annual Equipment Inventory Listing (EIL) and adheres to the requirements and procedures for inputting Technical Inspection (TI) information into the Engineering database, acquisition, repair, and disposal of equipment. Reviews equipment requests, assists Chief in establishing their priorities, and advises if they are adequate, appropriate, and required for program operation. Incumbent will establish and maintain required records and conduct equipment inventory listings.
  • The incumbent is responsible for answering the trouble call hotline.
  • Incumbent will serve as a Timekeeper for Engineering Service. In this capacity, the incumbent is responsible for timecard responsibilities to include but not limited to updating schedules, inputting correct pay, posting timecards daily, and updating maintenance section Outlook calendar.
Work Schedule: Monday-Friday, 8:00am-4:30pm
Position Description Title/PD#: Administrative Support Assistant/PD14025A
Physical Requirements: Work is primarily sedentary, although some slight physical effort may be required. Typically, the employee can be expected to sit at a desk or table with walking and standing throughout the day. Items such as boxes of office supplies and office equipment parts are carried from delivery carts for placement on shelves. Lifting of mild to moderate heavy objects such as boxes of printer paper is routine.
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Requirements

Conditions of Employment

  • You must be a U.S. citizen to apply for this job
  • Subject to a background/suitability investigation
  • May serve a probationary period
  • Selective Service Registration is required for males born after 12/31/1959
  • A complete application package; Resume, Transcripts, etc.
  • Selected applicants will be required to complete an online onboarding process

Qualifications

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

TO QUALIFY FOR THIS POSITION AT THE GS-05 LEVEL APPLICANTS MUST MEET THE FOLLOWING:

GS-05 grade level: One year of specialized experience (equivalent to the GS-04 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: providing clerical, technical, or customer support; communicating and treating customers in a courteous, tactful and respectful manner while providing consistent information according to established policies and procedures; and using computer programs to prepare documents. NOTE: Experience must be fully documented on your resume to receive credit. OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years above high school. NOTE: Transcripts must be submitted at time of application 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.

TO QUALIFY FOR THIS POSITION AT THE GS-06 LEVEL APPLICANTS MUST MEET THE FOLLOWING:

GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: knowledge of the budget procedures, forms, formats, documents, reports; knowledge of requisition procedures, forms and regulations; ability to define or recognize the dimension of the problems involved, collecting the necessary data, to establish the facts, and to take or recommend action based upon application or interpretation of established guidelines and codes; ability to apply analytical techniques to issues or functions related to office administration; and skills in conducting detailed analyses of complex function and work processes and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. NOTE: Experience must be fully documented on your resume to receive credit.

There is no educational substitution for the GS-06 level.

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.

Education

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.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

A supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Required Documents

Documents Accepted:

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Resume
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript

Documents Required:
  • Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/27/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12637347.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. 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 USAJOBS 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 USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Agency contact information

Tonya Stewart
Address
San Diego VA Medical Center
3350 La Jolla Village Drive
San Diego, CA 92161
US
Learn more about this agency

Next steps

After the vacancy announcement closes, applicants are evaluated 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.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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