Summary
The incumbent serves as the Controlled Substance Coordinator/Government Information Specialist for the Medical Center Director's Office handling a broad range of routine to moderately complex management of Controlled Substance Program and Privacy Act (PA), Health Insurance Portability and Accountability Act (HIPAA), and Freedom of Information Act (FIOA) cases.
Duties
This position focuses on the Controlled Substance Program. The essential duty is management of an inventory program and associated documentation to substantiate compliance and accountability of controlled substances/narcotics with federal and OIG requirements. The secondary duty is privacy program, PA, HIPAA, FOIA, and 38 U.S.C. statutes that govern the collection, maintenance, and release of information from VHA records. The core duties of this position include but are not limited to: Maintains subject matter files and records. Develops and maintains tracking logs showing the status of actions and correspondence. Ensures files include required documents and all documents are properly signed. Responsible for the safekeeping of classified material received in the medical center. Determines the requestor's authority to receive the requested information. Ensures no privacy violation occurs. Screens all publications, directives, periodicals, and brings those of significance to the Director's attention. Possesses proficiency in computer usage and Microsoft Suite (i.e., MS Word, Outlook, basic Power Point, and basic Excel) Work Schedule: Monday - Friday | 7:30 AM - 4:00 PM Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Controlled Substance Coordinator/Assistant Privacy Officer)/PD605030 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized
Job Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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, 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, 06/09/2026. 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-9 position you must have served 52 weeks at the GS-07. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Developing/implementing Privacy, HIPAA, and FOIA policies and procedures. Orienting and training inspecting officials of the controlled substance program. Analyzing data, documenting discrepancies, compiling reports, and requesting action plans for corrections. Ensuring the facility's full compliance with regulatory requirements and adherence to regulations. Developing and maintaining tracking logs of actions and correspondence. Composing, proofreading, and editing correspondence. Interpreting and applying laws, regulations, policies, and guidance to provide access to VHA agency records and information, while ensuring protected information is appropriately disclosed. Establishing, updating, and maintaining office files and records. Operating and utilizing the Microsoft suite of software in creating, building, publishing, and writing reports. Identifying opportunities for improvement of operations and providing recommendations for improved processes. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 (MUST PROVIDE TRANSCRIPT TO RECEIVE CREDIT) PHYSICAL REQUIREMENTS: The work is sedentary but requires walking from building to building across a large campus and carrying files and a laptop, weighing up to 30 pounds. Boxes of files may be carried seasonally supporting research, controlled substance program, file close out, contract management files, FOIA, HIPAA, PA, and PIA investigations. 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/.