As the Administrative Officer (AO), you will provides Administrative Support to the Financial Management Service at the VA Loma Linda Healthcare System. They will handle a variety of support services for the Service. These services include, but are not limited to, customer support, supplies, procurement, human resources and budget support. The incumbent reports to the Assistant Chief Financial Officer.

Duties

Major duties include, but are not limited to the following: Provides liaison between the Offices of the Director and Associate Director, Chief Finance Officer (CFO) and Section Supervisors/Leads. Performs continuing analysis of the service position utilization and manpower changes to provide accurate information on the organization, personnel, and services provided. Oversees the overall quality, accuracy, and timeliness of submission of all Service correspondence, reports and inquiries required by higher authority. Conducts research to provide accurate advice on procedures, reports, requirements, and other matters necessary to implement the director's policies, directives, and instructions. Develops programs to ensure that quality provisions are planned, developed, and implemented to identify, prevent, and correct unsatisfactory conditions and elements. Develops data capture and reporting procedures to track progress of quality program management initiatives with a focus on identifying and correcting problem areas and implementing process improvements. Develops databases to streamline monitoring of Financial Management administrative programs. Reviews new applications for access to VA systems, providing forms and obtaining signatures/concurrences based on the Functional Task Code requested. Assigns VISTA menus, security keys and mail groups based on user's position within Financial Management. Maintains the accuracy of locator information listings of Financial Management staff in a variety of areas including Outlook, VistA, website, and databases. Investigates and troubleshoots computer software and hardware issues within the Service. Provides individual computer and application training to Financial Management users in a variety of software programs including Outlook, Microsoft Word, Excel, Access, Vista, as required. Procures general supplies or other items. Prepares purchase orders and requisitions, resolves procurement related problems within the Service. Serves as Invoice Payment Processing System (IPPS) Site Administrator with responsibilities including: establishing new users, assigning Fund Control Points (FCPs) to users, running reports, ensuring invoices are certified timely, and modifying Purchase Order (PO) numbers when the PO does not match a FCP in the Financial Management System (FMS). Serves as station Local Security Administrator (LSA) for the Over-the-Counter Revenue Collection Application (OTCnet). Assists and supports the Internal Control Auditor in developing procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls over the various operating programs that are subject to VHA Handbook 1730.2 Monitors the Service travel/training budget and advises the service director on fund shortages and recommendations regarding funding. Reviews and monitors expenditures and obligations within the training budget and promote cost consciousness. Assures that funds are used in accordance with the budget for which they were allocated. Administers the Service's training program ensuring the staff meet or exceed all mandated training goals. Disseminates Service-wide training information through a variety of means, such as newsletters, meetings, and VistA to keep staff informed of training requirements and resources. Provides individual analysis regarding training deficiencies, available training, and alternative methods of training to staff as needed. Regularly provides CFO with statistical data assessing the status of training goals within the Service. 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/PD024080 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/03/2023. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, .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: Performs continuing analysis of the service position utilization and manpower changes to provide accurate information on the organization, personnel, and services provided; Oversees the overall quality, accuracy, and timeliness of submission of all Service correspondence, reports and inquiries required by higher authority; Develops programs to ensure that quality provisions are planned, developed and implemented to identify, prevent and correct unsatisfactory conditions and elements; Prepares purchase orders and requisitions, resolves procurement related problems within the Service; Monitors the Service travel/training budget and advises the service director on fund shortages and recommendations regarding funding; Administers the Service's training program ensuring the staff meet or exceed all mandated training goals. 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 a LL.B. or J.D., if related. This education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: TRANSCRIPTS MUST BE SUBMITTED WITH APPLICATION PACKAGE IF YOU ARE BASING ALL OR PART OF YOUR QUALIFICATIONS ON EDUCATION. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education as shown above. Applicants with Superior Academic Achievement (SAA) on their Bachelor's Degree may use all graduate level education when combining education and experience to qualify for this position. NOTE: Both the Bachelor's and Graduate Degree Transcripts must be submitted with the application package if qualifying based on specialized experience in combination with SAA and graduate level education. Otherwise, ONLY Graduate education in excess of the first full year may be used in combination with specialized experience to qualify applicants for positions at the GS-9 grade level. You will be rated on the following Competencies for this position: Administration and ManagementEmployee DevelopmentFinancial ManagementTechnology 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 position involves routine sedentary activities such as reading records, files, and references, writing documents and memoranda, and analyzing statistical, financial, and other work/organization related documents. Short turnaround times and constant changes in schedules and expectations are considered somewhat stressful. 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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Megan Grajeda
• Phone: 562-844-9475
• Email: [email protected]