Veterans Affairs, Veterans Health Administration Administrative Assistant in Poplar Bluff, Missouri
Summary The John J. Pershing VA Medical Center, Poplar Bluff, MO is accepting applications for an Administrative Assistant. This position is located in Pharmacy Service. The incumbent will serve as an Administrative Assistant to the Chief and Associate Chief of the Pharmacy Service with responsibility of providing or obtaining a variety of management services in support of the direction and operation of the organization. Responsibilities Accepts and supports the mission, vision, and values of this medical center. Performs assigned duties in a manner that promotes quality health care, outstanding customer service, and the maintenance of an environment committed to serving the veteran. The incumbent actively supports the team concept and functions as a team player. Contributes to team initiatives and continuously strives to improve the effectiveness of the teams to which assigned. The incumbent follows-through on all problem solving (e.g. retrieving records, reports, data, regulations) whether inside or outside the office, or intervention of contacting appropriate personnel or service involved. Assess information that sometimes may be conflicting to arrive at timely and acceptable solutions and recommendations. Assists the Chief, Pharmacy Service in analyzing manpower needs, methods, and procedures in utilizing staff for maximum efficiency. Performs administrative work to assist the Chief, Pharmacy Service and Associate Chief Pharmacy Service in working through the disciplinary process and grievance procedures including the written documentation involved. Promotes and provides high-level customer service and supportive activities to the medical center program. Drafts letters, memos, directives, policies, operating procedures, or proposals on administrative matters upon the request of the Chief, Pharmacy Service, and independently, when indicated. Incumbent is the primary Timekeeper and is responsible for maintaining quality records in regard to the Pharmacy staff time and attendance. Incumbent must have a thorough knowledge of the Time and Attendance regulations and handbook. Incumbent acts as the primary liaison for all preparation of UPS shipments of pharmaceuticals to veteran patients. Incumbent may provide assistance to medical center committees in and for the advancement of the VA missions. Incumbent serves as the primary Records Liaison for the Pharmacy Service preparing all records for proper storage and disposal based on the appropriate time constraints listed in the VA directives. Incumbent serves as the primary ADPAC for the Pharmacy Service and is responsible for menu request for staff and training concerning time and leave, PVISTA, Word, Excel, PowerPoint, and Microsoft Outlook. The incumbent is responsible for the ordering of on-site administrative supplies, printing, reproduction, mail service, facilities and equipment maintenance. Incumbent maintains the Pharmacy Service library to ensure the periodicals, publications, and handbooks are current and sufficient to meet the needs of the Pharmacy staff. Incumbent assists in the acquisition of equipment and furniture, space, utilization, layout and design of the Pharmacy Service work areas and office layouts. The incumbent maintains Human Resource (HR) records for Pharmacy Service to ensure that all essential elements are included in the employee's service folder. Administratively responsible for HR management functions including recruitment packages, retirement packages, VA SFS2, performance appraisal process, employee awards, pay/leave administration, training, travel, EEO programs, CFC programs, survey programs, and performing necessary research related to human resource management. Monitors licensures and renewals for all pharmacists and technicians and performance appraisal due dates and processes. Coordinates the time and leave requirements, and other administrative tasks as assigned. Works closely with the pharmacy staff to assist in accomplishing assigned work within set deadlines. Incumbent is the Pharmacy ADPAC and ensures training and orientations are completed for all employees. Provides ongoing informal training and assistance to new and incumbent personnel regarding office policies and procedures, along with mandatory trainings. Disseminates any new information or upcoming events regarding employee benefits (e.g. health fairs, insurance information, retirement trainings, or other employee benefits). Prepares recommendations of personnel actions, in writing, for the employee to recognize outstanding performances using knowledge of incentive award submission procedures, knowledge of the performance appraisal system, and written communications skills. Incumbent develops and maintains data on available resources and recommends expenditures based on needs, distribution, or redistribution of these resources. (e.g. compiles budget information for the purpose of pharmacy equipment and furniture planning and purchases to be presented to the equipment committee for approval of pharmacy needs.) Work Schedule: Monday-Friday 8:00am -4:30pm Compressed/Flexible: Not Available Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant/03590-0 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/19/2021. 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. 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-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: ability to provide full support of office administration including using automated systems to track program requirements using databases to capture information, take and prescribe minutes for multiple service line committees, produce reports, budget experience including tracking expenditures in automated systems and administration support to coordinate calendars, manage records control program, time and attendance responsibilities and provide management support. OR, Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.. 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 One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended.. You will be rated on the following Competencies for this position: ClericalCustomer ServiceTechnology Application 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 mostly sedentary. Occasionally, light physical effort may be required, such as that involved with walking, stair climbing, and carrying of light office items. 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. At the GS-6 level, education is generally not applicable. As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information 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 telework. Telework eligibility will be discussed during the interview process. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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/. 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. This job opportunity announcement may be used to fill additional vacancies. 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. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.