Supervisory Administrative Specialist - Veterans Affairs, Veterans Health Administration

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. Responsibilities 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, 07/05/2024. 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/. Additional Information 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/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. 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.