Summary This position is located at the Construction and Facilities Management (CFM) site in Gurnee, IL. Responsibilities The Staff Assistant is responsible for managing office programs, including but not limited to: Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP), Corporate and Regional Matrixed Budget System (CRMBS), Talent Management System (TMS) VA Time and Attendance System (VATAS), Database Management & Logistics Service (DMLS) Request Portal, SharePoint VIEWS and CONCUR as well as the program/project management database software and the acquisition software for VA's major and minor construction and leasing projects at the regional level to increase the efficiency, effectiveness and response time. This includes providing expert advice on specific tasks and making available written instructions, reference materials and relevant background materials. The major duties and responsibilities include but are not limited to: Provides office support to Central Regional Office and manages the Director's schedules and calendars, as well as providing backup support for the Office of Design and Construction (ODC) Front Office and Other Regional Offices. Plans, coordinates, obtains or provides a variety of administrative and management support services to include proficiency with VA cooperate systems for the day-to-day operation of the office. Plans and supports committees, boards, and other standardized meetings for the office, including preparing minutes, agendas, and sending as well as updating meeting-invites to participants. Manages all VA's correspondence for the office. Reviews incoming assignments and coordinates to make assignments to sub-office. Assigns and tracks completion of mandatory training with reports to management any delinquencies. Determines staff training needs and request approval from management on behalf of new hires and those needing refresher training, etc. Serves as timekeeper for the office in VATAS and assist in leave administration. Ensures required GPC training is conducted annually by required staff. Completes training needed to hold a Government Purchase Card (GPC) and make office purchases. Contacts vendors regarding product issues, performs testing for upgrade and new versions of software. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Required to work Monday thru Friday, 8:00am to 4:30pm Compressed/Flexible: May be Available Telework: Available Virtual: This is not a virtual position. Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/23/2024. 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-11 position you must have served 52 weeks at the GS-9. For a GS-12 position you must have served 52 weeks at the GS-11. 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. See the Required Document section below for more information regarding the SF-50s needed to verify time-in-grade. You may qualify based on your experience and/or education as described below: GS-11 Qualifications: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience conducting management evaluations and analysis identifying problems, developing corrective actions and following through to problem resolution; experience performing a variety of administrative and technical duties, including serving as an advisor to management, providing planning and coordination of resources and services which are required for operation of an organization including logistics, training, internal controls, time and attendance and space management; experience developing reports, white papers, developing schedules and responding to internal and external customers in a minimum amount of time; and experience coordinating logistics for all large-scale office meetings, conferences, receptions and ceremonies including event planning, logistics, preparation and execution. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree OR LL.M., if related. OR, Combination: You may qualify by a combination of experience and education. Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a Masters Degree. GS-12 Qualifications: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience conducting management evaluations and analysis identifying problems, developing corrective actions and following through to problem resolution; experience performing a variety of administrative and technical duties, including serving as an advisor to management, providing planning and coordination of resources and services which are required for operation of an organization including logistics, training, internal controls, time and attendance and space management; experience developing reports, white papers, developing schedules and responding to internal and external customers in a minimum amount of time; and experience coordinating logistics for all large-scale office meetings, conferences, receptions and ceremonies including event planning, logistics, preparation and execution. You will be rated on the following Competencies for this position: Administration and Management Communications Influencing/Negotiating Problem Solving 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 primarily sedentary, although some physical effort may be required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at the GS-12 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information 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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information. 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. Telework eligibility will be discussed during the interview process. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. 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. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.