Program Specialist

Clarification from the agency

This vacancy is open to Department of Veterans Affairs employees and those covered by the indicated hiring paths that have a valid status hiring eligibility. Status Candidates (this includes current or former Federal employees with career or career-conditional tenure in the competitive service; Former Overseas Employees, CTAP/ICTAP, VRA, VEOA, 30% or More Disabled Veterans, Schedule A, Military Spouses, Americorps, Peace Corps, Vista and Interchange Agreement)

Typical duties include, but are not limited to:

• Assist the staff and managers to develop and implement policies, procedures, and guidelines which institute processes for work to run as effectively and efficiently as possible. Implementations may require recommendations for changes in established process and procedures which help workflow of applicable sections. Assist with data reviews and analyzes data results, identifying any data trends and making recommendations for updating or creating new processes and procedures to help increase workflow. Work may entail modification of data mining to include changing or updated variables to meet the overall intent of the assigned task.
• Tracks any lag time with recruitment or classification actions. Provides solutions to management on how to improve processing times for recruitment actions. Aids and advice on hiring and classification actions during weekly meeting staff meetings. Reports are reviewed for completeness and accuracy prior to being forwarded for official review.
• In a developmental capacity, the employee assists in the duties for the following programs: Employee Engagement and Recognition Programs, and Performance Management. Work entails providing guidance and advice on assigned programs to improve employee satisfaction, provide meaningful employee recognition, and assist supervisor with Performance Management assistance. The incumbent is responsible for internal programs as assigned such as Employee Enhancement Program. The incumbent is responsible for all aspects of the program (speakers, program content, checking equipment, snacks, drinks, and answering questions) from start to finish.
• Prepares and presents reports and briefings on assignment status and/or recommended actions to appropriate individuals. Visits activities throughout the office to assist staff, supervisors and management officials as requested or as determined necessary by superiors.
• Provides technical advice and assistance and disseminates human resource information to organization. Review's classification standards, guides, to assist and coordinate classification assignments. Assist with the initial classification of individual position for submittal to the CCU Aids supervisors and operating officials on the classification submissions and processes.
• Assists in the development of initiatives to improve management processes and systems using the most efficient utilization of human resources. Studies and advises managers and supervisors on staffing requirements, resources, and problems in assigned offices involving a high degree of complexity.
• Input, routes, approve, processes, and tracks RPAs and other personnel actions; reviews, changes, corrects job descriptions via the automated system and accesses electronic data bases for assigned employees to generate reports, and extract data for program requirements for managers as needed. Incumbent is expected to manage and maintain full visibility over all RPAs from cradle to grave and provide advice/assistance in all stages of the recruitment process.
• Under the direction of a higher-level specialist, the employee provides advice and assistance in the areas of discipline, adverse actions, grievances, performance management and recognition, employee counseling, and related functions. Gathers background information and does extensive probing and analysis to identify causes of misconduct and/or poor performance, select the appropriate penalty to ensure consistent and progressive discipline throughout the organization, and then advise managers. Provides advice and assistance on grievance procedures and options for resolution of conflicts or problems.
• Coordinates with legal officials as appropriate. Provides advice and assistance to managers and supervisors who are responsible for compliance with EEO, affirmative action, and other special emphasis programs. Keeps employees informed regarding policies and latest regulations on health and life insurance benefits, retirement, and other benefits, training, time and attendance, pay, leave, overtime, awards, employment opportunities, and other personnel actions.

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. The full performance level of this position is GS -12.

Work Schedule: Monday - Friday 8:00 am - 4:30 pm
Compressed/Flexible: Available
Telework: Yes -This position is eligible for ad-hoc/situational telework as determined by agency policy.
Virtual: This is not a virtual position.
Position Description/PD#: Program Specialist, GS-12:39563A/ GS-11:39564A / GS-09:39565A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Bargaining Unit: No

Conditions of employment

As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or trial period during which we will evaluate your fitness & 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Additional Conditions of Employment are as follows:

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary or trial period
• 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 I-9 Acceptable Documents.
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Qualifications

• For a GS-09 position you must have served 52 weeks at the GS-07 level.
• For a GS-11 position you must have served 52 weeks at the GS-09 level.
• For a GS-12 position you must have served 52 weeks at the GS-11 level.
• If you are a current VBA employee requesting a reassignment or change to lower grade via this vacancy announcement, you must currently hold the GS- 09 (or higher) and the promotion potential of your current position must be at least GS-12.

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.


MINIMUM QUALIFICATION REQUIREMENTS: You may qualify based on your experience and/or education as described below:

GS-09 Grade Level

• Specialized Experience - Applicants must have one year of specialized experience at least the next lower grade level (GS-7) in the normal line of progression for the occupation in the organization. Specialized experience is defined as experience performing employee and management advisory services for specific requests requiring research of human resources policies and practices relating to staffing, employee relations, or benefits. Examples of specialized experience would typically include, but are not limited to:
  • Guide employees in resolving primarily common work-related or personal problems;
  • Provide leaders and employees with information and interpretations of the organization's policies, procedures, and guidelines;
  • Provide advice regarding appropriate levels of personnel actions.

OR

• Education Substitution:Applicants may substitute education for the required experience. Master's or equivalent degree or 2 full years of progressively higher-level graduate education leading to such a degree or LLB or J.D., if related.

OR

• Combination: Applicants may also combine education and experience to qualify at the GS-09 level. Equivalent combinations of (1) specialized experience and (2) Master's education. To compute, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond one year by 18. Add the two percentages. The total percentage must equal at least 100% to qualify.

GS-11 Grade Level

• Specialized Experience - Applicants must have one year of specialized experience at least the next lower grade level (GS-09) in the normal line of progression for the occupation in the organization. Specialized experience is defined as experience applying and providing guidance on multiple fields of Human Resources rules, regulations, and procedures including Personnel Management, Recruitment and Staffing, Classification, Employee Benefits (OWCP, retirements, and insurance programs), and/or Labor Relations. Examples of specialized experience would typically include, but are not limited to:
  • Provide advisory services to leaders and employees on a range of human resources concepts, laws, and policies;
  • Assist leadership in solving a range of complex problems and issues;
  • Participate in policy development groups or projects based on broad organizational requirements.

OR

• Education Substitution: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related to the competencies.

OR

• Combination: Applicants may also combine education and experience to qualify at the GS-11 level. Equivalent combinations of (1) specialized experience and (2) PH.D graduate education. To compute, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond one year by 18. Add the two percentages. The total percentage must equal at least 100% to qualify. (The applicant's first 2 years of graduate study are not qualifying for GS-11.)

GS-12 Grade Level:

• Specialized Experience: Applicants must have one year of specialized experience which was at the GS-11 level and must have been held in the Federal Government. Specialized experience is defined as experience providing advisory services, quality review services, or experience drafting and approving standard operating procedures and/or other forms of regulatory guidance covering multiple fields of Human Resources rules, regulations, and procedures including Personnel Management, Recruitment and Staffing, Classification, Employee Benefits (OWCP, retirements, and insurance programs), and/or Employee and Labor Relations. Examples of specialized experience would typically include, but are not limited to:
  • Provide advice and guidance in the areas of classification and staffing and recruitment;
  • Defending agency actions in front of a 3rd party hearing (FLRA, MSPB);
  • Experience as the chief negotiator in labor negotiations.
• There is no education substitution for the GS-12 level.

Combining Education & Experience: If you do not fully meet the length of experience and education described for a specific grade level (e.g. have six months of experience and some coursework but not a degree), the two can be combined to total 100% of the requirement. Click here for more information.

Volunteer Experience: 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.

Full vs. Part-Time Employment: Full-time employment is considered to be at least 35 hours per week. Part-time experience will be credited on a pro-rated basis; when including part-time employment in your resume you must specify the average hours worked per week.

Physical Requirements:The work is sedentary. Some work may require walking in offices and similar areas for meetings and to conduct HR work. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. The work does not require any special physical effort.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://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.
You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration.
To preview the application questionnaire, click the following link:https://apply.usastaffing.gov/ViewQuestionnaire/12995578

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.

To apply for this position, you must provide a complete Application Package to include the documents detailed below.
Failure to submit the required documents may result in your application being considered incomplete and you being deemed ineligible. It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date. We will not request additional documentation or accept late or missing documents after the announcement has closed.

• Resume, limited to 2-pages, detailing specialized experience and competencies as they relate to this position.
  • For each position in your resume, you must specify the start and end dates (month/year) and a description of duties. If the position was Federal, you should also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including documentation supporting Federal grade level(s) are insufficient to determine basic qualifications.
• Your most recent NON-AWARD SF-50. The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade (e.g. Promotion, Appointment, etc.) in order to verify time-in-grade requirements.
• Transcript if you are using education to qualify.
  • Your transcript must show coursework and the total number of credits earned to include graduation date and degree. A diploma is NOT sufficient to determine qualifications.

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 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.

• Most recent Performance Appraisal (VA Form 0750)
• Award SF-50s
• Documentation to be considered under non-competitive eligibility (if applicable) such as a member-4 DD-214, civil service preference letter, or Schedule A letter.
• CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal

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.

Next steps