Summary The primary purpose of this position is to support the respective Chief Nurse, Nurse Managers, and Staff Nurses by performing a variety of clerical, administrative, and office support tasks. Also, this position's primary responsibility is to prepare time and leave records for FXHCC Nursing Services employees. The incumbent assists managers in performing analyses and/or evaluation of operating characteristics, performing various clerical and administrative support duties. Responsibilities Duties to include but not limited to: Administrative Support Provides general administrative and clerical support such as respona1ng to telephone inquiries, providing requested information about the office and other criteria as applicable. Coordinates and maintains Nursing office calendars; schedules and/or coordinates and records training, appointments, meetings, conferences, and/or workshops, and/or associated travel arrangements/processes for the supervisor and staff members; gathers subject matter material, reserves meeting spaces, necessary equipment and/or supplies, and arranges for refreshments and lodging as warranted. Informs supervisors of conflicts, re-schedules appointments when the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary and makes calendar available to supervisor and others to minimize conflicts in scheduling. Independently notes and follows-up on commitments made at meetings and conferences by staff members. Is responsible tor tracking findings from inspections conducted by various agencies including the Joint Commission (JC), OIG, CARF etc. Incumbent maintains the service training program report and prepares a monthly overall assessment of the Talent Management System (TMS) training program. Assists the Nursing Service Chief and managers in personnel needs, scheduling appointments, establishing, and maintaining appropriate files and managing office functions. The incumbent processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes, reviews, and edits a variety of letters, reports, and correspondence for accuracy and completeness; prepares public presentation outlines, graphics, and minutes; and develops standard or form letters to reply to inquiries. Timekeeping, Leave, and Attendance Posts, examines, computes and balances hours on time and leave records and any of the other required bi-weekly, monthly, quarterly, and annual reports using the VATAS system. Computes and records man-hours worked from certified time schedules and is responsible for mathematical accuracy as well as applying criteria for recording of hours. This data is a component of the Nursing Service's productivity/efficiency indicators. Performs leave audits on personnel with low leave balances or for questionable patterns of employee leave usage. Monitors timecards of employees on extended leave and makes appropriate contacts to secure certifications, leave forms, or memoranda to support absences. Provides advice and guidance to employees and supervisors on applicable rules, regulations, and procedures for time and leave issues including pay entitlement to overtime, differential, holiday and special rates, premium pay, and allowances. Instruction may be individually or for a group of employees. Determines eligibility for pay and benefits based on the @type of appointment, pay plan, and tour of duty involved. Processes new employees and collects timecards and places cards In correct Time and Leave(T&L) unit. Conducts orientation briefing of all new employees on timekeeping/payroll topics. Initiates employee clearance for staff leaving Federal service and instructs employees on the process for terminating employment at the facility. Work Orders/LEAF Request Serves as the primary point of contact for work orders as they are received via telephone, email or through the LEAF or Vista programs. Retrieves work orders from designated printer and informs supervisors and work-leaders of the requests via email, TEAMS or in person; proof reads data and other information, such as time, location and contact person for the requests; receives telephone calls both from attached and adjacent buildings to the Fredericksburg Health Care Center (FXHCC) pertaining to work orders, verifies work order information for correctness, and checks it against previously obtained information as necessary; communicates with customers, employees, and other individuals to disseminate or explain information data in tracking date and time of the work order; interacts with supervisors and work leaders to ensure all work orders are completed in a timely manner and follows up on orders and handles complaints about unfulfilled orders. Prepares work order reports for Chief Nurse, and Nursing Supervisors to capture trends, problems, and timeliness of completion. Work Schedule: 7:30 am - 4:00pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/06/2026. 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-05 position you must have served 52 weeks at the GS-04. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Informs supervisors of conflicts, re-schedules appointments when the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary and makes calendar available to supervisor and others to minimize conflicts in scheduling. Independently notes and follows-up on commitments made at meetings and conferences by staff Education: To qualify based on education for this grade level you must have 4 years above high school Preferred Experience: VHA Clinical Administrative experience; Familiar with Ambulatory care activations and new program set up and management support. Experience with Microsoft Office programs, strong written and verbal communication skills. Meeting management and facilitation experience. You will be rated on the following Competencies for this position: Accountability Attention to Detail Clerical Communications Computer Skills Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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: Physical demands are moderate and include activities that are performed in an office environment such as some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers and books. No special physical demands are required to perform the work. 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. 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 This job opportunity announcement may be used to fill additional vacancies. 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
