Veteran Health Administration Administrative Support Assistant (OA) in Temple, Texas

Announcement Number: AG516196BBo-1784586-BU

Department: Department Of Veterans Affairs

Agency: Veterans Affairs, Veterans Health Administration

Position Info: Full Time

Location(s): Temple, TX

Open Period: 2016-09-02 to 2016-09-19

OverviewWho May Apply


Appointment Duration

Agency Employees Only

Job Status

Full Time

Agency Marketing Statement

Vacancy Identification Number (VIN): 1784586

OUR MISSION: To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

The incumbent serves as Administrative Support Assistant (ASA) to one or more Associate Chiefs, Nursing Service (ACNS), coordinating and accomplishing the numerous complex and diversified activities and functions related to Nursing Service.

Job Summary

The Department of Veterans Affairs - Central Texas Health Care System is located in Temple, Texas, which is centrally located between Austin and Dallas. It is one of the VA's largest integrated health care systems with facilities in Austin, Brownwood, Cedar Park, Palestine, Bryan-College Station and Waco. No State Income Tax.

VA encourages persons with disabilities to apply. For more information on the "Who may apply" eligibility requirements, please refer to the

OHRM Status Candidates and Other Candidate Definitions document.

Key Requirements

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

  • Subject to a background/suitability investigation.

  • Designated and/or random drug testing may be required.

  • [time in grade requirement may be added]

  • Selective Service Registration is required for males born after 12/31/1959.

  • DutiesMajor Duties


Work Schedule: Monday thru Friday, 7:30 am to 4:00 pm.

DUTIES: Incumbent provides the full realm of administrative support to the Associate Chief Nurses in Nursing Service (ACNS).Accurately takes and transcribes minutes of meetings, conferences, etc., as assigned.Ensures all correspondence is prepared in the correct format, free of errors, and is completed within established timelines.

Maintains a current calendar of events and meetings for assigned ACNS(s). Independently schedules appointments and meetings based on knowledge of the ACNS's workload, work location, and current hierarchy of issues of importance.Reminds the ACNS(s) of scheduled appointments and briefs him/her on matters to be considered before the scheduled meeting.Prepares material for the ACNS(s) to bring to committee meetings and conferences.

Reads and screens all in-coming correspondence, publications, regulations, and directives.Determines which can be acted upon personally and takes necessary action. Uses initiative to obtain clarification of instructions from originating offices when it is not clear what actions are required.Determines those directives that affect the activities and functions of the assigned ACNS(s) areas or the clinical role of nursing staff and refers them accordingly; records and informs the ACNS(s) and other members of the section(s) nursing leadership team.Prepares and sends important and timely communication to the nursing leadership team, often with little or no guidance from the ACNS(s) due to the fast paced and fluid environment.

Maintains all official files for assigned ACNS Section(s) and is responsible for disposing of outdated files in accordance with records management policy.Maintains electronic files for assigned areas of Nursing Service on both the Nursing SharePoint and on shared storage drives depending on type of files.Differentiates between sensitive and general – files appropriately based on classification.

Serves as Records Management Liaison for assigned ACNS Section(s).

Performs all facets of timekeeping and scheduling duties for direct subordinates of the assigned ACNS(s) and other ACNS Section T&Ls as directed.Provides additional timekeeping support to various Nursing Units during absences of the primary timekeeper.

Operates computers, printers, scanning devices, fax machines, and audio-visual equipment in the performance of duties.Collects data, performs data entry, and inputs/updates documents as directed by the ACNS(s).Troubleshoots minor problems. Utilizes all Microsoft office programs on a regular basis; updates the Nursing SharePoint site on a regular basis.

Initiates Engineering work orders as needed to support a strong, positive, and safe -Environment of Care at CTVHCS.Enters interior design requests in support of Nursing Service areas of responsibility, ensuring facilities and infrastructure are maintained properly and present a caring, clean, and functioning medical facility.

Incumbent orders, receives, and signs for expendable and non-expendable supplies as needed by the ACNS(s) he/she administratively supports.

Handles patient and staff complaints as they come to the Nursing Service Office.Greets visitors and directs them to various locations.Provides superb Customer Service to all Veterans, families, staff, and visitors.Sets up and maintains tracking documents showing the status of actions and correspondence.Ensures that files include all required documents and that all documents are properly signed.

Position Description Title/PD#: Administrative Support Assistant (AO) PD# 7392A

Qualifications And EvaluationQualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement Monday, September 19, 2016

Specialized Experience: One (1) year of experience equivalent to the GS-05 level in the Federal service. Specialized experience is that which is directly related to the position to be filled and which has equipped the candidate with the particular knowledge, skills, and abilities to successfully perform the duties of the position. This includes but is not limited to taking and transcribes minutes of meeting and conferences. Screening in-coming correspondence, publications, regulations, preparing memorandum, maintain calendar of events and s managing a customer service area, independently performing administrative, technical, clerical, and research duties.

Time-in-Grade Restriction - Applicants who are current or former Federal employees must also meet time-in-grade requirements by the closing date of this announcement. For the GS-6 level, these applicants must have held at least the GS-5 grade or higher for one (1) year (52 weeks). The grade may have been in any occupation but must have been held in the Federal service.

Qualifications are derived from the Office of Personnel Management Group Coverage Qualification Standard for Clerical and Administrative Support Positions.

GS-6: One year of specialized experience equivalent to the GS-5 level in the Federal service.


There is no educational substitution for the GS-5 level.

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: 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: 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.


Physical Requirements: The work requires the physical ability to move about, bend, sit, stoop and lift for extended periods of time. The work also requires the physical ability to carry such items as manuals, supplies and correspondence.



You will be rated on the following competencies based on your application for this position.

KSA 1 - Knowledge of administrative policies and procedures to furnish guidance on procedures and personnel.

KSA 2 - Knowledge of VA regulations and correspondence procedures including composition, grammar, spelling, punctuation required VA formats to compose correspondence.

KSA 3 - Skill in using a personal computer and Microsoft Office Applications (e.g., Word, Excel, PowerPoint).

KSA 4 - Ability to communicate and interact effectively, skillfully, tactfully, and appropriately with all levels of facility staff, and visitors, etc.

KSA 5 - Ability to organize effectively the flow of administrative clerical processes in an office.

KSA 6 - Knowledge of timekeeping regulations and procedures.

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 résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

How To Apply InformationHow To Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the View Occupational Questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Monday, September 19, 2016 to receive consideration.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

  2. 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 USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details 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 USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Required Documents

All applicants are required to submit the following supporting document type(s): ·Resume

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:

·Cover Letter ·DD-214 ·OF-306 ·Other ·Other Veterans Document ·SF-15 ·SF-50 ·Transcript

Please use this checklist to ensure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), or 10pt (CP/CPS, XPP, XP), or for Sole Survivor Preference (SSP), on the Occupational Questionnaire in the section(s) provided. A legible copy of your DD214(s) indicating character of service, disability certification, SF-15 (if claiming 10 pt. preference) or if you are currently serving on active duty and expected to be released or discharged within 120 days; documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), or dates of impending separation. Documentation is required for eligibility verification.

Faxing Applications or Supporting Documents: You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options. The Vacancy ID of the job opportunity announcement is 1784586.

NOTE: If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.

What To Expect Next

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. During our review, if your résumé and application package do not support your questionnaire answers, we will adjust your rating accordingly. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email (if provided); otherwise, applicants will receive a notification letter via the U.S. Postal Service. 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 USAJOBS account and clicking on "Application Status." For a more detailed update of your status, click on "more information." Information regardingapplicant notification pointscan be found in the USAJobs Resource Center.

Benefits And Other InformationBenefits

VA offers a comprehensive benefits package. This link provides an overview of the benefits currently offered:


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.

Other Information

The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. Information on about CTAP eligibility is on OPM's Career Transition Resources website.

"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.