The Administrative Officer (AO) for Pathology and Laboratory Medicine Service (PALMS) reports directly to the Lab Manager, but accepts assignments and direction from the Chief of PALMS, as well. The AO is responsible for administratively supporting PALMS managers and supervisors. Key functions include human resources administration, budget and finance, program analysis, office support services, document control, logistics, and a variety of related administrative duties.

Duties

Oversees a variety of Pathology and Laboratory Medicine Service administrative programs under the direction of the Laboratory Manager. This includes preparing executive meeting minutes, preparing for laboratory inspections, interpreting, developing or implementing PALMS administrative policies, oversight of distribution and dissemination of incoming mail, timekeeping and fund control point activities by lower graded administrative employees, internal controls, records management, publication and forms management, and providing advice to PALMS leadership on employee and fiscal issues, etc. Provides advice and guidance for improvements, anticipating potential areas of concern or questions that should be addressed when making recommendations. Evaluates potential impact of medical facility realignments and changes on PALMS facilities and services. Compiles and analyzes facts, develops plans, and performs coordination for administrative services. Prepares reports with findings and recommendations based on management and administrative considerations. Reviews, analyzes and interprets incoming requests and recommends appropriate action or suggests appropriate alternatives based on knowledge of internal PALMS operations, federal and VA personnel policies, budgetary constraints, and work priorities. Reviews and evaluates completed staff actions such as memos, reports, studies, fact sheets, information papers, HR Smart (or equivalent) documents for accuracy, overall quality, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Acts as the liaison with the human resources office concerning personnel related matters. Provides advice and assistance to the Lab Manager, Supervisors and staff concerning PALMS personnel processes and policies. Calls to the attention of the Lab Manager any problems that may require human resources service intervention or correction. Advises management officials, supervisors, and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, classification, employee relations, leave issues, and related areas. Provides clerical and administrative assistance to GS-5 and GS-6 clerical staff, reviewing and advising on administrative duties and processes; assists in setting priorities and monitors deadlines for completed work. In conjunction with the supervisors, the AO provides input into evaluating performance of lower graded clerical positions, discusses and recommends promotions and awards; helps to identify training needs. Include preparing procurement requests, evaluating proposals for work, acting as a Contracting Officer's Representative for procurements and/or maintaining procurement and contracting records. Manages contracting and procurement for small procurements that require varying approaches. Initiates and prepares contracts to secure adequate resources to support PALMS operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justification and communicating both verbally and in writing with contractors. Reviews and/or prepares purchase orders for supplies and non-expendable property such as equipment, to include personal computers and other specialized equipment necessary to the effective functioning of the office. Provides and assists Laboratory Manager with budgeting and financial management for PALMS. Reviews financial reports and resolves discrepancies with Laboratory Manager and the appropriate accounting office, ensuring all expenditures are properly authorized and documented. All employees shall possess the knowledge and skills required to effectively implement the GEMS. Competency shall be monitored by the employee's ability to demonstrate through the implementation process that sufficient education and training has been provided. Performs other duties related to this position description, as assigned. Work Schedule: Monday through Friday, 8:00AM to 4:30 PM 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/PD120380 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 09/15/2023. 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. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Monitor the Service's performance on these business and administrative functions with regard to quality, efficiency, effectiveness, and patient satisfaction; to identify opportunities for improvement; and to design and carry out improvement initiatives when opportunities are identified. Assist with budget, monitoring expenses, tracking budget execution, analyzing and forecasting funding requirements, identifying cost saving opportunities. Functions as a management analyst by developing, analyzing, and evaluating new and existing programs. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates, AND hours 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. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree. The education and experience must be directly related to the work of the position to be filled. You will be rated on the following Competencies for this position: Administration and ManagementFinancial ManagementManages and Organizes InformationManaging 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 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 Bob Stump VA Medical Center 500 Highway 89 North Prescott, AZ 86313 US
• Name: Queen Dimas
• Phone: 562-826-8000
• Email: [email protected]