Summary The Program Specialists serves as an integral part of the core Mental Health Service Line leadership team as well as supporting other managerial members of the Service Line. The primary focus of this position is Administration and Human Resources, with cross-training in the other 2 major areas as assigned to provide continuous availability of services. Works both independently and with all levels of MHSL leadership, Executive Leadership and VISN 6. A strict level of confidentiality is required. Responsibilities Duties include, but not limited to: Administration and Human Resources: Administration: Provides a high level of confidential and administrative support to the Chief, MHS, as well as all Section Chiefs and other managerial staff. Physicians Pay for Performance and New/Biennial Market Pay Reviews provides data management, documentation, research market pay; develops scoring measures and utilizes a variety of reporting mechanisms. Maintains historical records. Organization Charts: creates new and proposed Org Charts, updating as necessary to support ongoing suspense reports for Executive Leadership, VISN6 and Office of Mental Health and Suicide Prevention. Maintains historical org charts for reference. SOPs and MCPs: tracks for timely renewal, provides editorial review and formatting; research historical and current references and existing directives, and ensures proper distribution. Position Descriptions and Functional Statements: provides editorial review and appropriate formatting; assists with historical data and monitors timely reviews by supervisors. Employee Competency Folders: Organizes and maintains competency folders in accordance with TJC; creates documentation for Supervisors to complete as required; provides technical review of performance appraisals for the Service Line in accordance with regulatory guidelines; tracks all required documentation of new and existing employees to facilitate timely completion and processing; uploads performance appraisals to HR SharePoint in a timely manner. Service Folder on S:\Drive and Security Groups: Collaborates with IT to maintain Service Line compliance with IT regulations. Initiates and maintains security groups and facilitates employee access and permission level to folders. Performance Improvement: Participates in reviewing and recommending Service Line improvements and processes. Consultation and Training: Provides consultation and training to managerial staff, program coordinators and GS-7 Program Support Assistants in administrative processes, recurring reports, office functions, and software applications (VAT AS, HRsmart, USA Staffing, Excel, YourIT, YourHR, etc.). Maintains the Service Line historical records for reference. Maintains up-to-date knowledge of administrative procedures, processes, and regulations pertinent to Service Line; and provides consultation to managerial staff. Human Resources: Maintains current knowledge of policies and procedures related to personnel classification, recruitment and hiring processes. Interacts with other Service Line AOs, Chiefs and Managers including the CBOCs, Nursing Service and Social Work Service to maintain tracking of matrix staff mg. Monitors daily, and interacts daily/weekly, with assigned HR specialists/supervisors to ensure recruitment efforts are flowing as appropriate. Participates in recurring meetings with HR R&P Supervisor to exchange information specific to mental health requirements. Maintains tracking of vacancies, recruitment status and onboard FTE for reporting to EL T, VISN, OMHSP and others. Monitors HRSmart Alerts for WGI, Probation Periods and Career Ladder Promotions (CLP) to assist Supervisors with timely action and documentation. Provides preliminary review of draft job announcements for accuracy, reviews supporting documentation for selected candidates to ensure scoring accuracy and requirements; uploads selections and supporting documentation to USAStaffing and submits HRSmart/MSS requests as appropriate for new hires. Enters and tracks MSS requests and SF52 personnel actions at request of AO for recruitment, data changes, career ladder promotions, lateral reassignments, etc. Provides consultation to supervisory staff on basic personnel policies, regulations, and procedures related to Staffing, Classification, Benefits, Awards, Employee and Labor Relations (ER/LR). Performs other duties as assigned. Work Schedule: Monday-Friday 8:00AM-4:30PM Telework: 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 on an Ad-hoc basis, and is at the discretion of the Supervisor. Telework eligibility will be discussed during the interview process. Position Description/PD#: Program Specialist/PD04471A 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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/07/2024. 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-9 position you must have served 52 weeks at the GS-7. 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: Must possess at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Program Specialist. Examples of specialized experience include, but are not limited to: Administration and Human Resources. OR, Education: Must possess a 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, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of experience and education. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Communications Conscientiousness Integrity/Honesty Interpersonal Skills Manages and Organizes Information Personnel and Human Resources Planning and Evaluating 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: The work is mostly sedentary. The work requires some walking, standing, bending, lifting and carrying light items such as paper, books, and charts. 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 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. 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. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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.