This Administrative Officer position is located in the Sterile Processing Service (SPS), at the West Haven VA Medical Center, located in Connecticut. This position is full-time at 40 hours per week.

Duties

The Administrative Officer for Sterile Processing Service (SPS) at VA provides support to administrative staff including: one Chief, SPS (GS-12), one Assistant Chief, SPS (GS-9), one SPS Supervisor (GS-9); SPS consists of two Lead Medical Supply Technicians (GS-7), and 15 SPS Technicians (GS-6) - Thirteen at the West Haven campus and 2 at the Newington campus. Duties include but are not limited: Serves a critical member of the Sterile Processing Service (SPS) operations staff and will share in the planning and execution of the service. Responsible for assessing, monitoring, developing and assisting with implementing corrective action plans for instrument and reusable medical equipment processing, decontamination, sterilization, biological monitoring, and high level disinfection monitoring. Coordinates, creates, and advises in the development of new SPS Service operational and educational programs and policies. Serves as the personnel management expert for the Sterile Processing Service (SPS), performing or overseeing the full range of human resources requirements. Provides advice and assistance to supervisors, managers and staff concerning federal and agency personnel processes and procedures by interpreting human resources regulatory, policy, and procedural requirements. Assist the Service Chief in projecting staffing needs, creating position descriptions and performance standards, conducting job analyses, processing training requests, preparing performance plans and appraisals, preparing disciplinary and adverse actions. Maintains a tracking mechanism and ensures all position descriptions are current. Provides guidance to administrative employees, for all of (SPS) and input for annual performance appraisals and provides ongoing guidance and oversight for day-to-day administrative operations. Assist, coordinates, creates and/or advises in the development of new programs and policies, suggesting new programs or policies, and implementing those suggestions as assigned. Coordinates with medical center informatics and development and management of data systems, assisting and creating the basis for data driven decision making for SPS operations. Assists the Chief of the SPS by tracking and monitoring all performance metrics related to the Sterile Processing Services and services that fall within the SPS service line.. Develops and implements evaluative mechanisms to measure productivity; develops methods to maximize output consistent with community standards; improves overall efficiency of the Service; advises on management decisions and their implications; develops decision making algorithms. Manages the posting and resolving of timekeeping discrepancies for the T&L units assigned to both the Sterile Processing Service. Serves as an approving and certifying official for the T&Ls assigned to the Sterile Processing Service. Provides the budgeting and financial management for the Sterile Processing Service. Serves as Contracting Officer's Representative (COR) and is responsible for contract management preparing procurement requests, evaluating proposals for work, acting as a COR for procurements, and/or maintain procurement and contracting records. Responsible for participating in the acquisition process and making decisions within their area of responsibility. Reviews and audits billings each month to reconcile charges for contract services. Prepares and reviews purchase order for supplies and non-expendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary to the effective functioning of the SPS. Exercises authorizations for obligation and expenditures of funds. Monitors all Control Points, advises the Chief of any shortfalls or unplanned expenses, and makes requests to the Chief of Fiscal for the transfer of additional funds. Assists in improving the financial position by optimizing reimbursement; develops accounting or allocation systems; provides assistance in the evaluation and implementation of office automation for the SPS; develops and updates management information systems to identify and record Service workload, staff effort, and resource consumption. Work Schedule: Monday-Friday, 7:00 am- 3:30 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/PD689-00543-0 Relocation/Recruitment Incentives: 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, 10/23/2023. 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. You must 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. One (1) full year of specialized experience equivalent to the GS-07 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Examples of specialized experience would typically include, but are not limited to: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations. 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 successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. 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 education beyond. Equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: Analysis and Problem SolvingCommunicationsCustomer ServiceEmployee DevelopmentFinancial ManagementFlexibilityInterpersonal SkillsProblem SolvingQuality Assurance 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. 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. Preferred Experience: Bachelors or higher degreed preferred. Incumbent primarily works from West Haven campus, but this position may require occasional travel to support the VA Connecticut SPS program. Preferred experience includes awareness of VHA fiscal processes, purchasing and procurement, budget management; familiarity with VHA contracting requirements and processes; VATAS timekeeping; data collection and analysis; preparing and presenting formal reports; experience with service-level requirements for HR functions; proficiency with Microsoft software including Word, Excel, Power Point, SharePoint, Teams, OneNote, Access & Publisher. Physical Requirements: The work is primarily sedentary, although some physical effort may be required when maintaining records and files where stooping, kneeling, leaning, bending, reaching and lifting up to 40 pounds may be required. The work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. The work of this position is typically performed in an adequately lighted and climate-controlled office. May require occasional movement throughout the Medical Center and its grounds in order to identify work. 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 West Haven VA Medical Center 950 Campbell Avenue West Haven, CT 06516 US
• Name: Emily Wayne-Lane
• Phone: 781-687-2000 (6764)
• Email: [email protected]