Admin Support Assistant (Oa)

Summary

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC) in Richmond, VA, within the Sterile Processing Service (SPS) of Patient Care (Nursing) Service. This position is under the direct supervision of the Chief of SPS.

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Overview

• Accepting applications

• Open & closing dates

05/03/2024 to 05/15/2024

• Salary

$46,039 - $59,853 per year

• Pay scale & grade

GS 6

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Location

1 vacancy in the following location:

• Richmond, VA 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time -

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0303 Miscellaneous Clerk And Assistant

• Supervisory status

No

• Security clearance

Not Required

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTA-12408159-24-TDM

• Control number

789869300

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This job is open to

• The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

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.

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Duties

The primary purpose of this position is to provide specialized support to the Sterile Processing Service which includes managing standard operating procedures and competencies, maintaining the automated system of Sterile Processing and Decontamination (SPS), and data tracking, collection, and compilation of all Reusable Medical Devices (RMD) to improve overall SPS operations. Maintenance of data requires precise attention to detail and meticulous recordkeeping.

Data Collection & Tracking Support

Primarily responsible for maintaining automated and manual systems of SPS-related data, including collection and compilation of data, tracking of data and analysis of statistical information in support of service operations. Tracks achievement of performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; uses software applications to draw information from a wide variety of sources (ie: Microsoft Office applications, Censitrac and VistA) in order to prepare reports; retrieves a variety of computerized data, establishes protocols for incoming data (ie: SOPs, Manufacturer's Instructions for Use); organizes and maintains equipment data; and assists in the planning, review, reporting, and presentation of data/statistical results of the SPS.

Maintains, reconciles, and verifies the quality assurance reports for SPS and performs duties related to the maintaining, tracking, and trending data related to the reprocessing of reusable medical instruments and equipment.

Tracks and trends issues related to SPS effectiveness and implementation; utilizes statistical data to compile monthly workload reports as requested for all SPS staff; participates in performance improvement activities related to SPS processes; and offers performance improvement advice to SPS staff.

Property Management, Quality & Accreditation Support

Manages the inventory system for the addition of new equipment, tracking repairs and replacements for all RMD within the Richmond VA Medical Center. Runs reports to systematically retire and replace older equipment, as well as that from different manufacturers, to maintain uniformity in the equipment used for any given procedure.

Coordinates the administrative property of SPS by performing property management duties such as the maintenance of records (i.e.: equipment inventory list), conducts periodic inventories, and/or disposal of excess property. Answers questions and recommends adjustments concerning policies and procedures related to property management services. Obtains and performs general property management support services, such as maintenance and disposal of equipment. In coordination with the Supply Chain Management Service Line, is responsible for ordering and maintaining supplies for SPS.

Directly supports and/or assists the Administrative Officer with coordination of SPS Quality Management and Accreditation functions, including completion of systematic reviews, audits and monitoring of activities compliant with JCAHO standards, and with medical center, VISN, and VA criteria. Incumbent acquires data, monitors, and evaluates quality management briefings and other reports of the service; identifies specific problem areas; gathers and analyzes information; and generates reports in a format compatible with the management decision making process, which includes developing alternative proposals for problem resolutions.

Mail, Correspondence & Reports

Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, develops standard form letters, and replies to inquiries. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviews outgoing correspondence for proper formatting, and consolidates/coordinates various data sources for submittal of information. A qualified typist is required.

Prepares reports for review as requested by the Chief of SPS and Richmond VAMC administration. Reports may include fiscal accountability, staffing reports, and reports to accrediting bodies; and involves data collection, summary, review, and analysis. Incumbent prepares final reports in narrative, tabular and/or graphical format. Incumbent will act as the SPS Records Liaison, working in conjunction with the Richmond VAMC System Records Manager.

Performs other directly related duties as assigned.

Work Schedule: Monday

• Friday, 8am

• 4:30pm

Position Description Title/PD#: Admin Support Assistant (OA)/PD015440

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job

• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.

• 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/15/2024.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-06 position you must have served 52 weeks at the GS-05. 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.

Selective Placement Factor: Clerk-Typist, Office Automation Clerk/Assistant and Positions with Parenthetical Titles of (Typing), (Office Automation)

In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.

• Clerk-Typist, GS-2/4; Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade):

40 words per minute typing speed.

You may qualify based on your experience as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience with timekeeping duties, schedules appointments for ID cards, HR requirements, and computer access, maintains budget, Develop, maintain and modify weekly lecture schedule (this includes room scheduling and cadaver lab scheduling), Maintain and ensure invoices are paid in a timely fashion, collection, compilation, and/or tracking of data and statistical information, organizes computerized data sets, and retrieves computerized data. experience with different software such as: Dragon speak, Adobe Acrobat Professional, MS Excel. Access, Word, and Power Point. Reviews correspondences to ensure correct grammar, spelling, capitalization, punctuation, and terminology used in the office; Arranges meetings, Maintains and revises the office filing system, receives and logs outgoing correspondence, etc.

You will be rated on the following Competencies for this position:

• Communication

• Computer Skills

• Interpersonal Skills

• Manages and Organizes Information

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.

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.

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

There is no educational substitution at this grade level.

Additional information

This occupation is being considered for a Veterans Health Administration enterprise-wide Critical Skills Incentive (CSI). Candidates may be eligible for a lump sum CSI. The amount of lump sum CSI is determined based on appointment date and may be pro-rated as determined by the end date of the CSI. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI.

Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

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

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.

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.

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• Benefits

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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 window

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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.