This position reports directly to the Chief Supervisory Engineer to support the Engineering Service throughout Eastern Oklahoma VA Health Care System.

Duties

Duties of this position include, but are not limited to: Assists top Service management in developing both long-and short-range policies and plans for the organization. Ensures that quality assurance issues are documented, and appropriate follow-up action occurs regarding any problem areas. Creates and maintains a department dashboard to track and reconcile performance measures and quality to determine trends and initiate guidance or action to correct error conditions. Maintains all office files to ensure compliance with applicable regulatory guidance. Determines requirements for forms, publications, and printing, and prepares/processes the appropriate documents. Maintains a variety of information/control logs on the following: travel orders, training requests, and time and attendance. Processes organizational policy and procedural change actions of the Engineering Service. Assists management and technical Subject Matter Experts with collecting data and metrics which are leveraged within a variety of operational reports that support the program and/or the combined unit's routine needs. Ensures onboarding process for new employees and trainees for any program within the facility is complete and timely. Initiates and coordinates departmental orientation for new personnel and trainees, assuring that all personnel have been instructed in and follow departmental policies and procedures regarding infection control, safety, personnel and conduct requirements, and are oriented to the campus. Works to secure necessary assistance with human resource management issues and to complete required actions. Provides ongoing training and assistance to new and incumbent personnel regarding office policies and procedures. Performs time keeping and related duties using a combination of Excel spreadsheets and the VA Time and Attendance System (VATAS). Develops budget estimates and justifications related to facility projects. Participates in the organization's planning process, reviews and analyzes budgetary and fiscal data. Serves as the budget and financial advisor for the Service. Administers budget and ensures that funding is available for several control points. Maintains budget control records and assures that funds are used in accordance with the approved operating budget. Ability to communicate both orally and in writing with a wide variety of individuals. Provides data driven information and explanations of financial management data definitions, data validation, data acquisition and data modeling. Attends meetings as assigned, records and/or transcribes and distributes meeting minutes, and follows up on action items with appropriate staff members independently, on behalf of the Chief. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Serves as liaison to the servicing fiscal office in maintaining and reconciling budget allocations. Conducts effective and positive communications with all Engineering staff, and other members of the medical center. 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, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. 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#: Administrative Officer/PD14167-0 and PD14168-0 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, 09/01/2023. 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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09. 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: Grade Determination GS-09 Specialized Experience: You must have one (1) full year of specialized experience that equipped me with the knowledge, skills, and abilities to successfully perform the duties the Administrative Officer at the GS-09, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-07) in the Federal service. Qualifying specialized experience is experience such as understanding of the principles and techniques of strategic planning and analysis; utilizing correct English grammar, spelling, punctuation and required formats; interpreting basic human resources laws, principles, and procedures; preparing personnel action requests and responding to basic employee inquiries; adhering to agency mission, function, goals, and priorities, and understanding how they all relate to work assignments; utilizing a variety of office automation software; performing record keeping, filing, office equipment operations, and correspondence control; understanding of organizational programs, procedures, and requirements; observing interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. NOTE: This education must have been obtained at an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation. OR, Combination: Equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level. NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. This education must have been obtained in an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation. Grade Determination GS-11 Specialized Experience: I possess at least one (1) full year of specialized experience that equipped me with the knowledge, skills, and abilities to successfully perform the duties the Administrative Officer at the GS-11, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-09) in the Federal service. Qualifying specialized experience is experience such as applying analytical and evaluative techniques for the identification, consideration and resolution of issues or problems of a procedural or factual nature; utilizing correct English grammar, spelling, punctuation and required formats; adhering to agency mission, function, goals, and priorities, and understanding how they all relate to work assignments; identifying and interpreting trends and significant factors; governing pay for employee's payroll records and payroll processing procedures; analyzing and measuring the effectiveness, efficiency, and productivity of various programs; advising on complex administrative concepts and principles and an extensive body of rules; performing a wide variety of interrelated or nonstandard, procedural assignments and resolving a wide range of problems pertaining to areas of responsibility, channels of communication, delegations of authority, and correspondence; addressing major issues, program goals and objectives; conducting interviews to obtain information about organizational missions, functions, and work procedures. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. OR, Combination: Equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level. NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. This education must have been obtained in an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: AccountabilityBudget AdministrationCommunicationManages and Organizes InformationPersonnel 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: Work is mainly sedentary. There may be some walking, standing, bending, carrying/traveling with items such as books and portable laptop. 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 Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Rochelle Gellineau
• Phone: 602-277-5551
• Email: [email protected]