The Administrative Officer is a key member of the Surgical Service management support team and reports directly to the Chief of Surgery.

Duties

The Administrative Officer's duties will entail providing assistance with administrative aspects of service line programs. Administrative responsibilities include data gathering, analysis, tracking, trending and reporting, assisting with budget preparation and other fiscal duties including fund control point and other expenditure tracking, interactions with Veterans, their families and representatives, writing reports and controlled correspondence. The duties focus on gathering and organizing information to identify problems and resource needs. Duties of the position include, but are not limited to the following: Oversees a variety of administrative functions in the areas of personnel management, budget and finance, procurement and contracting, management analysis, office support services, document control, logistics, property management, and supply. Performs the personnel management requirements for the service. Acts as the liaison with the human resources office concerning personnel-related matters. Assists manager and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Calls to the attention problems that require agency human resources office intervention or correction. Provides orientation for new staff. Provides for the budgeting and financial management for the service. This includes budget formulation, justification, and execution; financial management; and financial reporting. Monitors balances and status of projects and reviews financial reports and resolves discrepancies. Prepare procurement requests, evaluating proposals for work, acting as a Contracting Officer Representative (COR) for procurements, and/or maintaining procurement and contracting records. Manages and coordinates the Chief's office schedule. Provides support to the Chief of Staff, which may include office coverage or assistance with strategic planning needs. Develops schedules dependent on the needs of the service and leadership, e.g. surveys on site, interviews, travel of the Chief. Acts as primary liaison for handling communications with persons and/or groups within and outside of the service, speaking for the Chief at times on complex program issues. Work Schedule: Monday - Friday; 8:00 AM - 4:30 PM Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD39545-0 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, 10/31/2023. 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-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. 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-7, in the normal line of progression for the occupation in the organization. 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 a combination 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: Database Management Systems Analytical Reasoning Budget Administration Technical Competence Administration and Management 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, although some slight physical effort may be required associated with a desk job. Work is typically performed in an adequately lighted and climate-controlled furnished office. 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 Central Alabama VA Medical Center-Montgomery 215 Perry Hill Road Montgomery, AL 36109 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]