The Administrative Officer (AO) is assigned to the Center for Development and Civic Engagement (CDCE) Service at the Department of Veterans Affairs Veterans Affairs Augusta Health Care System (VAAHCS) is a key staff member of the CDCE team.

Duties

The Administrative Officer is responsible for the independent performance of specialized administrative duties as delegated, involving a wide variety of situations. Major duties include, but are not limited to: Serve as the records management liaison. Maintain the file plan and ensuring that records are disposed of accordingly. Ensure that all records are maintained appropriately. Manage 6-part folders of paid staff, official volunteer records. Share report and records with with other committees, work groups, and Executive Leadership Team (ELT). Schedule meetings, reserve conference rooms, create meeting packets of information to be mailed out and emailed to attendees. During meeting write accurate notes, record attendance and write minutes of business conducted. Conducts continuous evaluations to monitor the efficiency and effectiveness of program design and operations. Gathers and evaluates data and makes substantive recommendations for program improvements, ensures effective use of office staff and resources. Monitors expenditures and forecasts changes that require reprogramming of funds for funds assigned areas of responsibility. Assists and informs staff on administrative policies, resources utilization and work load projections within the Service programs. Evaluate the administrative functions of and implement improvements in all administrative matters affecting operational, educational, quality improvement and organizational policy related to the administration and operations of the service. Advises Service Chief and Assistant Chief on the overall status of financial resources to react to changing situations with timely recommendations. Develop and maintain service reports using Excel, Power Point, and other software to summarize or depicts program information. collect, compile, analyze data, create, update and maintain reports that accurately reflects program activities. Works closely with Human Resources for classification, filling vacant positions, and employee relations. Assist with the preparing documentation for the mid-year and annual performance evaluation. Create maintain and update department official calendar of events / activities and share with ELT, Public Affairs Office, department staff, service chiefs, volunteers and donors. Develop long term comprehensive service level equipment purchasing plans to replace equipment in a scheduled manner, ensuring the delivery of quality care. Maintain and audit Electronic Inventory Listing (EIL) accounts for the service and reporting of excess or loss of equipment to Logistics. Prepare requests for funding obligations and ensures contract approvals and funding obligations are obtained. Provides oral and written reports and recommendations to top management on projected requirements of the service based on an analysis of projected needs. Manages procurement and contracting for the service as the Contracting Officers Technical Representative (COTR). 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 Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD111130 and PD111140 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, 09/18/2023. 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-7 position you must have served 52 weeks at the GS-5. For a GS-9 position you must have served 52 weeks at the GS-7.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. In addition to the Time-In-Grade Requirement, you may qualify based on your experience and/or education as described below: GS-7: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 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 the work of a Contracting Officer (COTR) to include statement of work, market research, information security, and quotes; Performing work of a records liaison to include the maintenance and retention of all records; Applying regulations pertaining to HIPPA and EEO provisions; Performing timekeeping; Reviewing financial reports and resolving discrepancies; and Submitting requests for Personnel Action to HR for processing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement. 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. GS-9: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Applies process improvement initiatives to achieve service goals; Managing all external correspondence for issue briefs, and local, network and national suspenses; Developing, preparing, and interpreting facility policies and procedures; Monitors service budget information to include overtime, FTEE expenditures, purchasing, financial obligations within the department's fund control points; and has knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions. 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 2 full years of progressively higher level graduate education leading to such a degree. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate education in excess of 1 year to be creditable. You will be rated on the following Competencies for this position: Administration and Management Analytical Reasoning Computer Skills Writing Attention to Detail 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 primarily sedentary although some stooping, bending, and carrying for retrieval of administrative materials and inventory equipment/supplies 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 Charlie Norwood VA Medical Center One Freedom Way Augusta, GA 30901 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]