This position functions as an Administrative Officer providing support to the Chief and Assistant Chief of Prosthetics Service in the internal management of the Prosthetics Service at VA St. Louis Health Care System. The Prosthetics Service Administrative Officer is responsible for administrative advisory and management functions of the Service.

Duties

Administers and oversees personnel management for the Prosthetics Service. Provides advice on interpretation and application of a variety of human resources policies, practices and procedures that affect the service. Reviews, submits, and maintains personnel action requests, awards, promotions, and supervisors' disciplinary action documentation. Maintains files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates. Assists in the assessment of employee training needs and opportunities and the development of learning plans with the input of supervisory team and frontline staff. Assists in the development of employee performance standards and ensures that organizational chart, position descriptions, performance standards and performance appraisals are accurately maintained and current. Ensures employee annual competency plans are up to date. Coordinates recruitment for vacant positions and monitors compliance with program documentation requirements. Manages referral lists, advises supervisors on their responsibilities, hiring procedures, interviewing procedures, and selection documentation requirements. Assists supervisors and/or lead panel members in the development of interview questions and selection panel documentation and serves on interview panels. Maintains an audit trail to ensure requested actions are accomplished in a complete and timely manner. Organizes in processing as appropriate - coordinating necessary processes to ensure new staff transitions smoothly into their respective areas and alerting front-line management on how to resolve issues. Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder. Reviews related reports and analyzes trends to identify deficiencies or discrepancies in procedure and recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions. Serves as the Service subject matter expert for annual competency assessment program. Oversees and facilitates the administrative management of the Prosthetics Service. Responsible for advising, planning, developing procedures, implementing and evaluating administrative methods and programs such as contract and funds management, staffing efficiency, labor mapping, and communications across service lines. Monitors administrative performance and suspense actions - facilitating guidance from leadership to ensure issues dealing with program specific suspenses and compliance are brought to closure. Interprets administrative policies, defines administrative requirements, and/or provides advice to leadership on related issues. Develops performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to staff. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Establishes internal management control procedures to ensure suspense deadlines are met, provides regular progress reports, and develops procedures which will increase the general flow of information and reduce or eliminate bottlenecks. Maintains these suspense controls on actions such as project milestones, progress reports, funding accomplishments and compliance strategies. Maintains continuous liaison and communication with staff to ensure assigned actions are handled within prescribed time limits and that responses conform to procedural and substantive requirements. Meets with leadership to address administrative management issues, resolve problems, and provide recommendations for correcting or improving processes and programs. Serves as the principal advisor to service personnel on administrative management program issues. Prepares and reviews reports involving trend analyses and ensures follow up in these areas for the assigned programs. Prepares and analyzes data and makes recommendations for improvement and addresses any discrepancies. Serves as administrative liaison with medical center management for the Chief, representing Prosthetics on committees, workgroups, and executive level conversations as needed. Coordinates with leaders and other service lines on organizational requirements, providing feedback on progress, targets and metrics and ensuring that appropriate administrative polices are being followed. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Adhoc Telework Only as Needed Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD10045-0, PD10004-0, and PD10003-0 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 all requirements by the closing date of this announcement, 08/04/2023. 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 by the closing date of this announcement. For a GS position you must have served 52 weeks at the next GS level below. 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. Grade Determinations: You may qualify based on your experience and/or education as described below: GS-7 Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-5 level in the Federal service that equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of this Administrative Officer position. Specialized experience includes: Serves as timekeeper to enter and maintain time and attendance records for program staff including, but not limited to creating and modifying staff schedules, entering premium pay requests and on-call pay, and entering leave requests per approved proxy, Maintains responsibility for equipment inventory list, monitoring for end of life and/or replacement needs, completing acquisition plans and/or following local procedures for equipment procurement, and incorporating this information into annual budget plans. Addresses patient concerns and complaints. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education, or Superior Academic Achievement. GS-9 Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of this Administrative Officer position. Specialized experience includes: Oversees and facilitates the administrative management of the Prosthetics Service, Coordinates recruitment for vacant positions and monitors compliance with program documentation requirements, Assists in the development of employee performance standards and ensures that organizational chart, position descriptions, performance standards and performance appraisals are accurately maintained and current. Evaluates administrative procedures and advises on the effectiveness of work methods, organizations, space and manpower utilization, management controls, information and documentation systems and similar functions of management. 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 two (2) full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related, that provided the knowledge, skills, and abilities necessary to do the work of this position. (One year of full-time graduate education is the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that information cannot be obtained from the school, 18 semester hours will be considered as satisfying the one (1) year of full-time study requirement). GS-11 Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-9 level in the Federal service that equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of this Administrative Officer position. Specialized experience includes: Coordinating and monitoring the functions of administrative services within an office; Planning, organizing, coordinating and making recommendations for projects; Consults with Human Resources on budget and personnel actions; Knowledge of VA data systems, HR procedures, personnel management including timekeeping, as well as experience in program and organizational evaluation; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations and handling contract related services. 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 three (3) full years of progressively higher-level graduate education leading to such a degree or LL.M., if related, that provided the knowledge, skills, and abilities necessary to do the work of this position. Note: One year of full-time graduate education is the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that information cannot be obtained from the school, 18 semester hours will be considered as satisfying the one (1) year of full-time study requirement. A copy of your transcripts is required. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of successfully completed graduate education and specialized experience, as described above, which meets the total qualification requirement for the GS-11 grade level. Note: A copy of your transcripts is required. Education cannot be credited without documentation. 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. 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. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsCustomer ServiceHuman Capital ManagementInformation ManagementPlanning and Evaluating 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. 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 St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Adam E. Smith
• Phone: 909-683-5470
• Email: [email protected]