Administrative Officer

Summary The incumbent serves as the Administrative Officer (AO) within Mental Health Service at John D. Dingell VA Medical Center. The position is supervisory and provides technical and administrative supervision of a small staff. Direct, perform, and oversee all administrative functions for the assigned service including but not limited to program administration, personnel management, business operations, quality assurance and a variety of related administrative matters. Responsibilities Is an integral member of the service leadership team, working closely with the Associate Chief of Staff (ACOS) for Mental Health, Deputy ACOS for Mental Health, and Associate Chief Nursing Service (ACNS) as well as Mental Health Service supervisors to ensure successful administrative operations. Serves as the business manager of the Mental Health Service, working closely with administrative chiefs throughout the medical center and the COS Health System Specialist to ensure effective, efficient processes that meet regulatory requirements. Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements. Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations. Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility. Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the service. Directs administrative support services to ensure that inquiries, correspondence, and actions for the Mental Health Service are addressed appropriately. Reviews and evaluates completed staff actions (e.g., memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Works independently on these actions and ensures compliance with facility policies and VHA regulations. Must be familiar with VISTA, DSS, VSSC, SharePoint, Adobe, and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint, and Access. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines. Responsible for overseeing proper maintaining and accounting of all Mental Health Service Equipment Inventory Lists (EILs). Serves as the primary Contracting Officer Representative(COR), which includes coordinating, evaluating, and obtaining procurement packages of new equipment, supplies, and contracts for Mental Health Service. Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service. Makes recommendations to the Service Leadership for acquisition priorities and represents the service on the Resources Committee. Serves as the primary coordinator for space management within the Mental Health Service. Provides training to all administrative staff in service as needed, including with updates to processes. Assigns work and provides direct supervision of assigned staff. Manages leave requests, timecards, HR actions, performance plans, and performance appraisals. Develops contingency plans. Provides training to all administrative staff in service as needed, including with updates to processes. Addresses disciplinary concerns, complaints, and grievances including union matters particular to workgroup. Ensures that actions support the overall mission of the medical center and represent the collective interests of personnel. Works closely with Human Resources (HR) to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements and provides administrative oversight for personnel management with the Mental Health Service. Works closely with Business Practice (BP), Group Practice Management (GPM), Credentialing, Quality Management (QM)/Quality Safety Value (QSV), Patient Advocate (PA), and the Chief of Staff (COS) Office to ensure strong communication, compliance with regulations, and provide administrative oversight for business operations, GPM, Credentialing, QM/QSV, PA, and COSOffice within the Mental Health Service. Oversees a variety of administrative functions in support of BP, GPM, Credentialing, QM/QSV, PA, and COS Office including but not limited to the distribution and dissemination of controlled and other correspondence, records management, data collection and accurate and timely data reporting, accurately and timely response to actions, secure messages, patient complaints and Congressional requests, and oversight of Credentialing processes within the service. Work Schedule: Monday- Friday 8:00 AM- 4:30 PM. Schedule may be subject to change based on the needs of the Agency. Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD937870 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, 10/21/2024. 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-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. 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-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: directing a personnel management program; providing budgeting and financial management; managing procurement and contracting; managing an accreditation program; providing for the overall administrative management of an organization. NOTE: You must clearly demonstrate that you possess the knowledge, skills, and abilities on your resume, or you will not qualify for the position. You will be rated on the following Competencies for this position: Administration and Management Manages Human Resources Quality Management 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: Work is sedentary. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Ocassionally requires carrying of objects up to 30 pounds. Driving an automobile. 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 There is no educational substitution at this grade level. 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. 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 for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPMs Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. 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. VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veterans community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor Americas Veterans by providing exceptional health care that improves their health and well-being.