Administrative Officer

Summary The primary purpose of the position is the coordination and monitoring of all Environmental Management Service programs. The duties include (but are not be limited to) coordination of surveys and reports, performance improvement activities, policy development, CPM development, budget and financial management, procurement and contracting, statistical and other administrative functions. Responsibilities The Administrative Officer acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy. The incumbent coordinates budget submission, workload reports, fund control point usage, personnel management and space issues to present to the Service Chief, and to facility executive leadership. Major duties include but are not limited to: Serve as the Environmental Management Service Representative to Human Resources Management Service on all personnel issues. Manage the personnel management program for the organization, performing or overseeing a full range of human resources requirements. Act as the liaison with the human resources office concerning personnel-related matters. Provide advice and assistance to managers and staff concerning agency personnel processes and procedures. Assist managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities. Provide orientation for new staff. Keeps managers informed of the status of on-going personnel actions. Provide advice on solving complex personnel-related problems. Writes position descriptions and performance standards for the office positions; reviews and monitors the currency and accuracy of performance standards, functional descriptions, competencies, orientation, and position descriptions for other professional/non-professional staff; and develops requests and justification for additional staffing. Participate in the planning for budgeting needs and financial management for the Environmental Management Service, including helping with budget formulation, justification, and execution; financial management; and financial reporting. Provide advice to management and program personnel on budgetary and finance issues. Manage budget formulation and execution for a changing budget of administrative expenses involving different funding sources. Brief managers of schedules and data requirements. Participate with managers in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Monitors balances, and status of projects, and recommends reprogramming of funds as needed. Reviews financial reports and resolves discrepancies with the appropriate accounting office. Serve as the Alternate Control Point Approving Official for all departmental accounts. Assure that all expenditures are properly authorized and documented. Oversee procurement and contracting for the Environmental Management Service. This may include preparing procurement requests, evaluating proposals for work, acting as a COR (Contracting Officers Representative) for procurements, and/or maintaining procurement and contracting records. Initiates and prepares contracts to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Serve as an approver for purchases. Ensures all purchasing/procurement requirements are met, appropriate audits are completed, and reports are submitted timely. Tracks progress- and quality of performance of contractors. Oversees and facilitates the administrative management for the Environmental Management Service. This includes interpreting administrative policies, developing implementing or local policies, defining administrative requirements, and/or providing advice to top management on related issues. The incumbent functions as an extension of the Chief/Assistant Chief, Environmental Management Service and professional staff, as well as other service lines, in explaining service policies and assisting staff in implementing them. Work Schedule: 7:00 AM – 3:30 PM, Monday – Friday Telework Eligible: Ad-hoc Position Description/PD#: Administrative Officer/PD077290 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required. 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, 10/03/2024. 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. GS-09 Qualifications: You may qualify based on your experience and/or education as described below: Specialized Experience: One (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Specialized experience includes, but is not limited to: Directly supporting activities of developing, preparing, and interpreting facility policies and procedures; Monitoring service budget information to include overtime, FTEE expenditures, purchasing, financial obligations within the departments fund control points; and demonstrated knowledge of personnel operations. NOTE: 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. OR, Education: Have successfully completed a masters or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-11 Qualifications: You may qualify based on your experience and/or education as described below: Specialized Experience: One (1) full year of specialized experience equivalent to the GS-9 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Examples of specialized experience would typically include, but are not limited to: Developing, initiating and implementing administrative policies and procedures; developing and analyzing data for report generation, recommendations and negotiation solutions; assigning, directing and reviewing staff work; personnel management functions including identifying staff training and development needs; and performing budget execution functions to include, budget submission, formulating and managing budget plans. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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: Applicants may also combine education and experience to qualify at this level. You must have a total qualifying experience as a percentage of the specialized experience required plus creditable education equal to 100 percent. Preferred Experience: Experience with posting positions and hiring as well as service line operations related to EMS. You will be rated on the following Competencies for this position: Administration and Management Auditing Clerical Configuration Management Financial Management Financial Management Human Capital Management Knowledge Management Personnel and Human Resources 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. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing, and bending. No special physical qualifications are required. For more information on these qualification standards, please visit the United States Office of Personnel Managements 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. 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 applicants 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.