This position is the Administrative Officer (AO) for Social Work Service (SWS), VA Portland Health Care System (VAPORHCS). The Administrative Officer is one of three core leadership members of the department and works with the Chief and Assistant. The incumbent is the primary administrative official responsible for programs, operations, and planning.

Duties

Major duties include but is not limited to: Develops strategies for the service to meet its goals and mandates in efficient and effective ways. Manages the administrative operations of the department administrative and clinical sections. Represents the department at facility meetings and acts on behalf of the Chief or other supervisory or management officials. Collects, organizes, reviews, evaluates, maintains, and tracks data related to programs, services, and staffing across the department. Uses an array of software, primary sources, and information technology for data management and process improvement procedures. Retrieves data, reports, and other information from data bases and provides education, training, and oversight for department managers, coordinators, program analysts, health system specialists, program specialists, and program support staff. Assesses current and future department needs and develops short- and long-range plans and policies for the department and aligns department and agency resources to meet and advance the needs of the department. Oversees department clinics, clinic profiles, clinic utilization, clinic scheduling, clinic workload, clinic productivity, and clinic auditing. Ensures optimal clinic appointment scheduling and availability, clinic utilization, and accurate workload capture and reporting by working with clinic staff and supervisors for trending and modification of utilization. Interprets VHA policies, procedures, directives, handbooks, and other guidance, and then develops local policies and procedures for local implementation. Supervises employees to accomplish the work of the organizational unit and the department. Provides guidelines and performance expectations for staff, clearly communicated through the formal employee performance management system; completes annual competencies; observes staff performance; provides formal and informal feedback; evaluates employee performance; and completes annual and mid-year performance appraisals. Performs and oversees the full range of human resource management requirements. Participates in the recruitment and selection of staff. Provides orientation and training to new employees and ensures responsibilities for on-going staff orientation, training, and continuing education. Provides advice, guidance, and assistance to department supervisory staff in personnel administration including knowledge of personnel operations such as position classification, performance standards, and competencies. 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. Provides for the budgeting and financial management for the department. Coordinates the department's budget review, forecast and variance reports; the annual service budget plan; prepares budget documents; participates in monthly department fiscal briefings; and prepares annual budget workbook accounting, projections, justifications, and requests. Gathers and analyzes budget needs of the division and supervises all phases of budgeting within administrative requirements. Manages overall department time and attendance program for all staff, ensuring delegation of authority, timely processing of payroll, timecard corrections, and, as needed, finance audits. Provides for full administration of reporting, evaluation, and follow up associated with the accreditation and other quality surveys of the organization. Coordinates, develops, and participates in training and education of staff regarding polices, directives, and technologies necessary to accomplish the mission of the Service. 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: Monday - Friday, 7:30am to 4:00pm or 8:00am to 4:30pm Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD21705 and PD21706 Relocation/Recruitment Incentives: Not authorized. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not required.

Requirements

Qualifications

To qualify for this position, applicants must meet Time-In-Grade and Specialized Experience requirements within 30 days of the closing date of this announcement, 07/24/2023. 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 within 30 days of 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. You may qualify based on your experience and/or education as described below: Minimum Qualifications, GS-11: 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: Performing personnel management and administration responsibilities for an organization with varied functions and activities; providing budgeting and financial management; gathering data, analyzing findings and making recommendations regarding program effectiveness and/or organizational productivity; assisting with human resources functions such as recruitment, position classification, position management, etc.; preparing letters, reports and presentations; and using an array of software, primary sources, and information technology. 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: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successful completion of 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. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and completed education beyond a masters degree that demonstrates your ability to perform the duties of this position. For the GS-11, only graduate education in excess of 36 semester hours (2 years) is creditable, which may be used to meet total experience requirements for this grade level. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. Minimum Qualifications, GS-12: 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: Performing personnel management and administration responsibilities for an organization with varied functions and activities; providing budgeting and financial management; gathering data, analyzing findings and making recommendations regarding program effectiveness and/or organizational productivity; assessing and developing short- and long-range plans and policies; applying knowledge of policies, regulations, and guidelines pertaining to the effective operation of a program; performing a full range of human resources functions such as recruitment, position classification, position management, etc.; preparing letters, reports and presentations; and using an array of software, primary sources, and information technology for data management and process improvement procedures. 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. You will be rated on the following Competencies for this position: Data ManagementFinancial ManagementPersonnel 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 mostly sedentary and is performed at a desk or computer workstation. The work requires some walking between offices, locations, and on station buildings. The work includes periodic stocking of office and program supplies. The work involves standing, bending, and lifting of up to 35 pounds. It requires dexterity and coordination to perform clerical responsibilities such as usage of computer, phone, and office equipment. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Simone Ball
• Phone: 541-440-1000 X44275
• Email: [email protected]