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Job Title: Staff Assistant
Company Name: Veterans Benefits Administration
Location: Baltimore, MD
Position Type: Full Time
Post Date: 11/07/2017
Expire Date: 01/06/2018
Job Categories: Agriculture, Forestry, & Fishing, Customer Service and Call Center, Human Resources, Information Technology, Nonprofit and Volunteer Services
Job Description
Staff Assistant

The incumbent serves as Staff Assistant to the Regional Office Director/Assistant and provides administrative and technical support to the office staff. The incumbent will serve as a liaison between the Director and Division Chiefs and other key staff members, using knowledge of past and present policies, procedures and organizational structure, etc.

The Staff Assistant to the Director office will provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the team's success. Specifically, the position is responsible for providing assistance to the Director/Assistant Director, providing general office management, and meeting and event coordination.

Essential Duties and Responsibilities
1. Provides comprehensive support services to the Director/Assistant Director that ensures a professional, responsive and effective experience with the organization as a whole.
2. Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
3. Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.

Job Duties

  • Manage RO suspenses using electronic tracking systems.
  • Maintain a comprehensive management reporting system for all organizational components at the Regional Office to ensure accuracy, timeliness, relevancy, and proper format for all reports, surveys, and special request for information, which are released through the Office of the Director.
  • Writes error-free, eloquent emails and letters for various events and announcements.
  • Updates and maintains phone lists for Director/Assistant Director.
  • Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
  • Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the Director/Assistant Director and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
  • Accurately tracks expenses for Director/Assistant Director by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
  • Maintains confidentiality and uses a high degree of discretion.
  • Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, staff meetings.
  • Prepares for meetings including ordering lunch, booking conference rooms, setting up projector, voice, and/or video conferencing units.
  • Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
  • Takes notes and distributes meeting minutes, agendas and meeting packages.
  • Works closely with Office of the Director staff to arrange meetings and events as needed.
  • Assists with recruitment efforts and new hire orientations.
  • Acts as a liaison with facility management on any office-related issues.
  • Acts as a liaison with IT on all technology-related issues, including rapidly responding to staff problems and network outages.
  • Acts as a liaison with other VA entities located onsite.
  • Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
  • Answers and directs calls and emails of the Director/Assistant Director of a general nature.
  • Provides timely and proactive management of the organization's office environment.
  • Maintains physical and electronic office filing systems for Director/Assistant Director.
General
  • Maintains punctual, regular and predictable attendance.
  • Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
  • Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, external stakeholders, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
  • Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
  • Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
  • Maintains workflow under pressure and in a fast-paced, high-profile work environment.
  • Respectfully takes direction from Director/Assistant Director.
  • Other duties as assigned.

Work schedule: 8:00 am to 4:30 pm
Telework: May be available
Virtual: This is not a Virtual position
Position Description Title/PD#: Staff Assistant/PD#010910
Relocation/Recruitment Incentives: Is not authorized

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/08/2017.

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-09 position you must have served 52 weeks at the GS-07. 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. 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.

NOTE: To support your claim that you have the required time-in-grade, you must submit your most recent promotion, within-grade increase, or appointment SF-50. If you previously held a higher grade, you must also submit any SF-50 showing that grade

AND
Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of the operating elements of the Regional Office; knowledge of correspondence procedures and guidelines, proper use of English grammar, spelling, punctuation, and format.

OR
EDUCATION

Applicants may substitute education for the experience required:

GS-09: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D, if related.

OR
Applicants may also combine education and experience to qualify. To calculate, first identify the percentage of required education you have earned. When substituting you can use graduate level education you have earned beyond a Bachelor's Degree. Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-09. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position.

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: This position is primarily sedentary with some walking, standing, bending, and carrying of lightweight items (e.g. folders, claims files, etc.)

This position has a position-sensitivity level of Public Trust-Low Risk. Selections made under this announcement are conditioned upon favorable adjudication of a National Agency Check with written Inquiries (NACI) per VA Handbook 0710. An investigation will be conducted after the effective date of the selection. An individual currently holding the appropriate clearance does not require additional investigation. An individual receiving unfavorable adjudication is ineligible to remain in this position.

To apply for this position, you must provide a complete Application Package which includes:

  • Resume


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), 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
  • Schedule A Letter
  • Disability letter showing overall rating
  • Resume
  • SF-15
  • SF-50
  • Transcript


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 http://www.fedshirevets.gov/job/vetpref/index.aspx.
Qualifications & Requirements

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/08/2017.

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-09 position you must have served 52 weeks at the GS-07. 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. 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.

NOTE: To support your claim that you have the required time-in-grade, you must submit your most recent promotion, within-grade increase, or appointment SF-50. If you previously held a higher grade, you must also submit any SF-50 showing that grade

AND
Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of the operating elements of the Regional Office; knowledge of correspondence procedures and guidelines, proper use of English grammar, spelling, punctuation, and format.

OR
EDUCATION

Applicants may substitute education for the experience required:

GS-09: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D, if related.

OR
Applicants may also combine education and experience to qualify. To calculate, first identify the percentage of required education you have earned. When substituting you can use graduate level education you have earned beyond a Bachelor's Degree. Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-09. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position.

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.

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Contact Information
Contact Name:
Company Name: Veterans Benefits Administration
Phone Number:
Fax Number:
Contact Email:margaret.green3@va.gov
Website:http://www.ecentralmetrics.com/url/?u=23419049800%2D311&r=http%3A%2F%2Fwww%2Evacareers%2Eva%2Egov%2Fjob%2Dsearch%2Fjob%2Ddetail%2Easp%3Fjob%3D294431
Company Description:

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