Summary
You will serve as the Supervisory Administrative Specialist within the Community Housing and Outreach Services (CHOS) under Social Work Services with the VA Puget Sound Healthcare System (VAPSHCS), Seattle, Washington division.
This job is open to
Clarification from the agency
Current and Permanent employees of the VA Puget Sound Healthcare System (VAPSHCS) will receive first consideration.
Duties
Oversee administrative functions of multiple highly complex programs including: the HUD-VASH program; Grant and Per Diem (GPD) program; Veterans Justice Outreach (VJO) Program; Community Resource and Referral Center (CRRC); Community Employment (CEC) program; Homeless - Primary Aligned Care Team (H-PACT); Health Care for Homeless Veterans (HCHV) program, including Outreach and Contracted Residential Programs (CRS); hospital-based consults; and National Homeless Call Center response.
Oversight of the work of 8 administrative staff members within CHOS and ensures for appropriate support of clinicians and management in service to Veterans.
Plan the work to be accomplished by subordinates by setting and adjusting short-term priorities.
Establishing and updating written administrative policies.
Collection and preparation of data and relevant information for reports on performance measurement attainment from the Homeless program Hub or VHA Support Service Center (VSSC), demographics of population served for accreditation bodies, competing data in the national staffing database, data entry into the Homeless Operations Management and Evaluation Systems (HOMES) database and prepare and present to CHOS, SWS, facility, VISN, and VACO leadership.
Perform quarterly workload, productivity, labor allocation, and cost studies, using quantitative and qualitative data, and summarizes significant trends and issues that affect the overall CHOS Programs effectiveness and productivity.
Working knowledge and understanding of the VA's contracting system to the extent needed to initiate contracts for staff positions, agencies and for residential treatment facilities. Works with Acquisitions and Materiel Management Service (AMMS) on a local or regional level as necessary to finalize contracts, including leases for space.
Initiate contracts for staff positions, agencies and for residential treatment facilities.
Serves as the labor, equipment, and supply budget official and works with hospital level, VISN, VACO officials with the consultation of the Director, CHOS, and the Service Line Chief to request additional resources to meet program needs.
Directs the development and submission of all Human Resources action documentation and ensures that all actions are completed in accordance with Human Resources and VAPSHCS policies.
Provides technical review for CHOS program performance appraisals.
Coordinates the acquisition of supplies and equipment including reviewing and signing for incurred expenses as the approving official for all requests for supplies and equipment needed.
Acts as primary point of contact for management and oversight of daily operations of the specially funded homeless program government vehicles.
Perform other duties as assigned.
Work Schedule: Monday through Friday, 8:00 AM through 4:30 PM.
Telework: VA 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 ad-hoc telework. Ad-hoc telework is defined as situational telework approved on a case-by-case basis. Examples of situational or ad-hoc telework include telework because of inclement weather, doctor appointment, or special work assignments. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Administrative Specialist/PD414250
Relocation/Recruitment Incentives: Not authorized.
Critical Skills Incentive (CSI): Not authorized.
Permanent Change of Station (PCS): Not authorized.
Financial Disclosure Report: Not required
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
- 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
- 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.
- Must have a State-issued, unrestricted driver's license.
- 5 CFR § 330.502 - General restriction on movement after competitive appointment applies.
Qualifications
To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 07/04/2024.
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-11 position you must have served 52 weeks at the GS-09. 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 and/or education as described below:
- Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: support a complex administrative program in a health care delivery system or large clinical program; knowledge of financial management, budget, operation, and administrative support systems; ensure programmatic compliance with requirements, policies, and procedures while meeting objectives; develop collaborative relationships with internal and external stakeholders to meet goals; create and prepare reports using several data sources; process requests that require administrative action, delegate within the section, ensure administrative and regulatory requirements pertaining to the section are met; knowledge of the human resources process for recruitment; leading and supervising staff; planning work for others and evaluating work performance; ability to establish and maintain effective communication (oral and written) with persons both within and outside an organization, from many different backgrounds, and with different levels of education and competence. OR,
- EDUCATION (TRANSCRIPTS REQUIRED): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 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. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. 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 a Master's degree. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.
PREFERRED EXPERIENCE:
- Minimum of 1 year Supervising experience.
- Knowledge of financial management, operation, and administrative support systems.
- Understand and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise service line specific needs; maintains credibility with others on technical matters.
- Apply principles, methods, or tools for developing, scheduling, coordinating, monitoring, evaluating, and managing projects and resources, including technical performance.
- Able to Identify problems; determines accuracy and relevance of information.
- Uses sound judgment to generate and evaluate alternatives, and to make recommendations.
- Encourage and facilitate cooperation, pride, trust, and group identity.
- Fosters commitment and team spirit.
- Works with others to achieve goals.
- Able to manage, supervise, and delegate workload of subordinates and resolve personnel issues.
- Knowledge of budgetary and financial principles, practices, and processes.
- Ability to establish and maintain effective communication (oral and written) with persons both within and outside an organization, from many different backgrounds, and with different levels of education and competence.
You will be rated on the following Competencies for this position:
- Administration and Management
- Contract Administration
- Leadership
- Organizational Awareness
- Personnel and 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 is primarily sedentary and performed in a typical office setting, involving a normal amount of sitting, walking, standing, carrying, etc. There is frequent use of computer monitor and keyboard. The setting may be quite stressful at times because of the complexity and quantity of work. Driving government vehicles and transporting patients/staff may be necessary on occasion. Travel will consist of regular visits to all locations and programs of CHOS, the housing programs in the community, and to other community agencies on occasion using government issued vehicles.
Work Conditions: The incumbent typically performs work in an office setting that is adequately lighted and climate controlled. The position requires travel between the offices of the CHOS program, as well as other outlying offices, including in rural areas. Position may require occasional overnight travel to meetings/conferences/training sessions.
You MUST possess a valid State license, have a safe driving record, can pass a road test, and demonstrate that I am medically qualified to operate a motor vehicle safely.
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
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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Resume Reminder- Your resume must include the following information for each job listed:
- Job title Duties (be as detailed as possible)
- Month & year start/end dates (e.g. June 2007 to April 2008)
- Full-time or part-time status (include hours worked per week)
- Series and Grade, if applicable, for all Federal positions you have held
- Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all the questions by addressing your work experience in detail.
Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
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.
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 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
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- Other (1)
- PCS Orders
- Performance Appraisal
- Proof of Marriage Status
- Resume
- Separation Notice (RIF)
- SF-15
- 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.
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 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 07/04/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12455497.
- To begin, click Apply Online to create a USA JOBS 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 Application 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.
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