Program Specialist

About the role

This position is in the VA Regional Office. The incumbent is assigned to the Office of the Director and reports to the Assistant Director. The incumbent serves as a Program Specialist responsible for providing performance management and technical support for the regional office Human Resources program.

The incumbent is the key advisor to the Director and the Division Chiefs on all human resources issues and coordinates directly with the Human Resources Center.

What you will do

• Specific duties include Provides management advisory services in counseling, advising management on developing and maintaining the proper balance between organization strategic plans and goals and human resource development programs.
• Collaborates with the staff/managers to develop and implement policies, procedures, and guidelines which institute processes for work to run as effectively and efficiently as possible.
• Conducts data reviews and analyzes data results, identifying any data trends and making recommendations for updating or creating new processes and procedures to help increase workflow.
• The incumbent is assigned to special projects to include new initiatives and provides scenarios, possible issues or concerns and viable solutions to potential barriers for meeting new initiatives or structures in a timely manner.
• Tracks any lag time with recruitment or classification actions.
• Provides solutions to management on how to improve processing times for recruitment actions.
• Assists in the duties for the following programs: Employee Engagement and Recognition Programs, and Performance Management.
• Creates internal policies, procedures, and guidelines for staff to follow.
• Creates policies and procedures to institute processes to make current HR tasks run more efficient and smoother.
• The incumbent is assigned timekeeper duties for assigned personnel.
• Provides advice and assistance on all assigned tasks or projects regarding administrative influence or HR related outcomes.
• Conducts and serves on special committees as assigned that address emergency preparedness subjects, as well as emergency and contingency planning for the workforce.
• Provides updated personnel data to aid committee members in making informed decision.
• Provides technical advice and assistance and disseminates human resource information to organization.
• Review's classification standards, guides, to assist and coordinate classification assignments.
• Provides advice and assistance on automated classification system eClass 360.
• Prepares and presents reports and briefings on assignment status and/or recommended actions to appropriate individuals.
• Assists in the development of initiatives to improve management processes and systems using the most efficient utilization of human resources.
• Provides guidance on merit system principles, prohibited personnel practices, the development and use of valid selection criteria, and other approaches that may help in staffing the organization and in improving employee productivity, morale, and retention.
• Coordinates analyses and recommendations with other HR Specialists as appropriate.
• Prepares, compiles, publishes, and ensures the validity and accuracy of data developed and uniformity in reports and studies.
• Provides advice and assistance in the areas of discipline, adverse actions, grievances, performance management and recognition, employee counseling, and related functions.
• Coordinates with legal officials as appropriate.
• Provides advice and assistance to managers and supervisors who are responsible for compliance with EEO, affirmative action, and other special emphasis programs.
• Keeps employees informed regarding policies and latest regulations on health and life insurance benefits, retirement, and other benefits, training, time and attendance, pay, leave, overtime, awards, employment opportunities, and other personnel actions.
• Perform other duties as assigned.
• 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.
• The grade progression for this position is GS-09, GS-11, and GS-12.
• Work Schedule: Full Time- Monday through Friday 7:00am-3:30pm Compressed/Flexible: Not available Telework: This position is eligible for situational (ad hoc) telework only.
• The selectee is required to report to the official duty station each scheduled workday.
• Telework may be approved only on a case-by-case basis with supervisory approval.
• Routine or recurring telework is not authorized for this position.
• Virtual: This is not a virtual position.
• Position Description/PD#: Program Specialist; PD39563A, PD39564A, and PD39565A Relocation/Recruitment Incentives: Not authorized .
• Financial Disclosure Report: Not required

Requirements

• As a condition of employment for accepting this position, you may be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
• Additional Conditions of Employment are as follows: 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 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 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.

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: ***

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: *** You may submit unofficial transcripts when applying.

However, if you are selected for the position, you will be required to provide an official transcript or a statement from the institution (e.g., from the registrar, dean, or other appropriate official) or equivalent documentation prior to the start date.

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will also be assessed on the following competencies during the hiring process (knowledge, skills, abilities, and other characteristics): Technical Competence - Understands and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise (for example, engineering, physical science, law, or accounting); maintains credibility with others on technical matters.

Reasoning - Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.

Oral Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.

Written Communication: Expresses facts and ideas in writing in a succinct and organized manner Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

The USA Hire Assessment will assess on the following competencies: Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.

Cheating on an assessment may also result in your removal from consideration. To preview the application questionnaire, click the following link:*** Narrative responses are not required at this time.

If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully.

Errors or omissions may affect your rating or consideration for employment.

Documents you must provide

• To apply for this position, you must provide a complete application package to include the documents detailed below.
• Failure to submit the required documents may result in your application being considered incomplete and you being deemed ineligible.
• It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.
• We will not request additional documentation or accept late or missing documents after the announcement has closed.
• Resume, limited to 2-pages, detailing specialized experience and competencies as they relate to this position.
• For each position in your resume, you must specify the start and end dates (month/year) and a description of duties.
• If the position was Federal, you must also indicate the grade level.
• Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including Federal grade level(s) are insufficient to determine basic qualifications.
• Transcript if you are using education to qualify.
• Your transcript must show coursework and the total number of credits earned to include graduation date and degree.
• A diploma is NOT sufficient to determine qualifications.
• Your most recent NON-AWARD SF-50.
• The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade (e.g., Promotion, Appointment, etc.) in order to verify time-in-grade requirements.
• Additional Documents accepted: Most recent Performance Appraisal (VA Form 0750) Award SF-50s CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

Referred applicants may be contacted at any time during the hiring process. Please check all forms of communication (including email, voicemail, and spam folders), based on the contact information provided with your application, regularly to ensure you don't miss any updates.

Failure to respond to communications may result in you being disqualified from consideration.

You will receive a final notification of results once a decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

Additional information

The Career Transition Assistance Plan (CTAP) provide eligible displaced 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 your 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 *** 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.

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), *** Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application.

Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis.

If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision.

You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement.

To determine if you need a RA, please review: Procedures for Requesting a Reasonable Accommodation for Online Assessments.

(***) For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.