Program Specialist

Clarification from the agency

This vacancy announcement is open ONLY to current, permanent Honolulu, HI VBA Regional Office employees and current/former VA employees who are CTAP eligible. For the purpose of this job announcement, Fiduciary Hub Bargaining unit employees in the commuting area are considered facility employees.

Specific duties include, but are not limited to:

• Resolves complex issues related to Chapter 31 training, such as overpayment questions, termination dates, remaining entitlement, training under other chapters, and accounts receivable.;
• Answers inquiries to include compensation benefits, home loans, education benefits, and other VA benefits.
• Serves as backup to case managers in the VR&E by assisting with general issues or resolving minor problems.
• Provides problem solving assistance to program participant, maintains records which documents actions, and responds to inquiries from program participants, case managers, and contracted Rehabilitation Assistance Specialists.
• Responds to telephone, emails, and written inquiries from Veterans, Veterans representatives, VR&E staff, school officials, vendors, contractors, and others to resolve routine and complex issues, which include, but are not limited to the following: status of counseling, case status in CWINRS, chapter 31 awards, remaining entitlement, questions about tuition, fees, books, supplies, and subsistence.
• Processes applications for VR&E services for disabled Veterans by reviewing information found in various electronic systems and databases such as Veterans Benefits Management System (VBMS) and Share, a Microsoft Windows-based application utilized by the Regional Offices (ROs) to access the Beneficiary Inquiry Locator System (SIRLS) Corporate Record; Payment History File (PHF); Corporate Database; Social Security Administration
• Receives request from Chapter 31 participants requesting a special service. Advises Veteran of appropriate action required to receive requested services. Incumbent approves or denies special services and prepares documents for services such as medical referrals, loan, and tutor requests. Assists claimants in preparing claims for these benefits and services.
• Explains decisions rendered by the counselors regarding the IWRP, degree plan, subsistence, and supplies; advises claimants of the right of appeal. Determines eligibility for Post 9/11 Basic Allowance for Housing rate or Chapter 31 Subsistence Allowance.
• Resolves billing disputes with clients and schools, advising clients on program guidelines while in training, and answering questions regarding subsistence allowance payments.
• Applies knowledge of Microsoft Office products and VR&E and VA electronic systems, databases, and computerized programs to enter, track, research, analyze, and report on VR&E program and administrative data, noting trends, discrepancies, issues, and challenges
• Prepares or assists with reports using charts, graphs, spreadsheets, tables, power point, etc. to convey information related to assigned work areas and projects. Tracks and reports on Division budget and local program contracts. Alerts supervisor on status of funds and any unusual trends, challenges, or problems.
• Manages the VR&E electronic mailbox. Information comes in daily that is complex, technical, and time sensitive. It often comes from V A/VBA headquarters, VR&E program office, the District Office, and the Director's Office of the RO.
• Processes all incoming and outgoing mail in the Centralized Mail Portal. Manages the supervisor's calendar and makes travel arrangements for the supervisor. Assists with, or manages, any special assignments or projects assigned by the supervisor
• Serves as Timekeeper for Division. Processes all timecards timely in accordance with timekeeping rules and regulations. Tracks and enters all Overtime expenses, tours of duty, and other timecard issues. Submits card for validation.
• Serves as System Administrator for the automated case management systems, CWINRS. Runs batch processor, initiates terminal server batch processor and letter file, adds custom letters and forms, and maintains and updates system information as well as instructs new employees on its use and troubleshooting user problems.

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 grade progression for this position is GS-09.

Work Schedule Full Time, Monday - Friday 7:30 am - 4:00 pm
Compressed/Flexible: Not Available
Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position.
Virtual: This is not a virtual position.
Position Description/PD#: Program Specialist; PD42072A and PD42073A
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 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. 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

To qualify for this position, applicants must meet all requirements by the closing date of this announcement:09/28/2026.

TIME-IN-GRADE REQUIREMENT: As a current Federal, GS employee you must meet time-in-grade requirements by the closing date of this announcement.

• For a GS-07 position you must have served 52 weeks at the GS-05 level.
• For a GS-09 position you must have served 52 weeks at the GS-07 level.

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 REQUIREMENT: You may qualify based on your experience and/or education as described below:
GS-07 Grade Level:

• 1 year of specialized experience equivalent to at least the GS-05 grade level; Specialized experience is defined as experience in an office setting providing administrative support to include the following duties: scheduling appointments, coordinating meetings, preparing travel documents, telephone outreach, and preparing correspondence.

OR

• 1 full year of graduate level education in a related field, or a Bachelor's degree with superior academic achievement (SAA);

GS-09 Grade Level:

• In addition to the experience required at the GS-7 level, you must have one year of specialized experience equivalent to the GS-7. Specialized experience is defined as recommending changes in administrative policies and procedures to facilitate the flow of work AND experience completing projects of a technical nature involving data processing and information management.

OR

• 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.

Note: Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9.

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 primarily sedentary, There may be some walking, standing, bending and carrying light items and shall involve travel to other locations. Limited travel may be required to make visits to other VR&E Out-based sites, and employer offices.

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
• Technical Competence
• Organizational Awareness
• Problem Solving
• Computer Skills
• Communication Skills

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/13047248

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 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. Demonstrates a strong command of administrative, operational, and program-specific procedures, requirements, regulations, and policies. Applies technical knowledge to manage timekeeping, program documentation, performance reporting, stakeholder inquiries, and administrative systems with accuracy and consistency.

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 must also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including Federal grade level(s) are insufficient to determine basic qualifications.
• 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.
• 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.

Additional Documents accepted:

• Most recent Performance Appraisal (VA Form 0750)
• Award SF-50s
• CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal.

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.

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.

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