Summary The Office Automation Clerk is assigned to the Office of the Chief, Nutrition and Food Services at the Miami VA Healthcare System. The selectee will work under the general supervision of the Chief, Nutrition and Food Services, and carries out assignments in accordance with established VA policies, procedures, and guidelines. Responsibilities This position serves as the primary timekeeper for the Nutrition and Food Service department and performs a variety of clerical, administrative, and office automation duties in support of departmental operations. Duties and responsibilities include, but are not limited to: Uses word processing software to create, copy, edit, store, retrieve and print forms, memos, and letters. Possesses the required knowledge to operate a computer to use various computer programs and software packages to maintain spreadsheets and databases. Completes drafts of correspondence, reports, procedures, memorandums, meeting agendas, and meeting minutes. Recognizes discrepancies and corrects or questions the originators in such matters as improper formatting, errors in spelling, grammar, or punctuation. Prepares a wide variety of recurring correspondence, internal reports, and other documents from information obtained from office staff, files and other sources and reviews and finalizes documents prepared by others. Maintains files as the backup to the records liaison and records covering correspondence of the office and provides specific files, documents, and information from records upon request of supervisor or other authorized personnel. Assembles and summarizes information from files and documents in office and to his/her available sources for use of superior on the basis of federal instruction as to the nature of the information desires and its purpose. Prepares and consolidates time and attendance records and ensures that requests and proper documentation is available for granting advance sick leave, leave without pay and other leave. Maintains, purges, and disposes of office records/files. Ascertains the nature of the call or visit and provides complete and clear information that addresses most routine or procedural issues. Personally answers routine, non-technical requests for information such as status of reports, suspense dates and similar readily available information. Possesses and practices appropriate and adequate customer service and communication skills to deal with demanding and or difficult situations created by the nature of the position involving repetitive @type of calls or a highly demanding volume of calls. Reviews outgoing correspondence submitted by supervisor, as well as other staff members, for signature, format, factual, grammatical and typographical accuracy, and conformance with procedural instruction to determine that necessary background material is attached. Ensures accurate recording and tacking of hours worked, leave usage, overtime, and shift differentials in accordance with established pay periods and submission deadlines. Ensures proper documentation is in place and on file prior to entry into the timekeeping system. Work Schedule: Monday - Friday, 8:00 am - 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Office Automation Clerk/PD080730 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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 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 identification 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, 09/29/2026. 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-4 position you must have served 52 weeks at the GS-3. 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-3 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing computer based typing; Providing clerical support for meetings, including recording notes and preparing routine summaries as directed; Use of office automation systems and various Microsoft software packages to accomplish work; Entering, maintaining, and certifying time and attendance records for all employees in the work unit, and assisting with ordering and maintaining common use office supplies. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of education above high school level obtained in an accredited business, secretarial or technical school, junior college, college or university to equal an Associate degree or 60 semester credit hours. (Transcripts Required) OR, Combination: Applicants may also combine education and experience to qualify at this level. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide your semester hours of by 60. Add the two percentages to qualify for grade level. 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/. 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 sedentary. May require some walking, standing, bending, carrying, and/or lifting of light items such as papers, books, or supply deliveries. 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 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 for 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. 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.
