The incumbent serves as the Administrative Officer for the Martinsburg VAMC Mental Health Service in support of the Service Line Leader, Business Manager, and Section Chiefs. The incumbent has a wide latitude of judgement, responsibility, and reports directly to the Business Manager for the Mental Health Service. The incumbent applies knowledge of management principles, common business practices, administrative regulations, guidelines, and analysis of multiple programs of the service.

Duties

Major Duties: Performs administrative, management, fund control oversight, and analyst duties that require the analytical ability, judgment, discretion and knowledge of a vast array of programs of the Mental Health Service. Responsible for managing the efficient and effective coordination and accomplishment of administrative services including milestones, scope, development and design. Manages requests requiring administrative actions; such as multiple VISN 5 or national suspense items; Safety and Security Assessments, Staffing, Workload Productivity and Census Reports. Communications are require to be accurate, professional and complete and written documents completed according to organizational formats and guidelines. Provides support in the development of organizational structures and processes to ensure optimal administrative operations within the Service, including serving as the operations expert, setting administrative priorities and assigning administrative and operational work. Ensures that administrative processes are in place to keep Service supervisors and clinicians informed of organizational updates, and/or program changes impacting their programs and proactively identifying and solving problems before they become significant, anticipating and developing solutions that will prevent problems. Analyzes work processes and is assigned special studies to evaluate administrative operations of major Service programs. Performs studies, analyzes, extracts quantitative and qualitative data, summarizes, identifies, interprets, and evaluates significant trends and trends and issues that affect effectiveness, efficiency and productivity for the various programs within the Service; continuity of care rates; patient tracking; outcome monitoring; continuing care and real-time performance data. Identifies problems, inefficiencies and potential problems along with estimates for program requirements and prepares reports, justifications, charts, graphs for statistical and narrative data for briefings and presentations to management officials. The incumbent facilitates patient relations by acting as a liaison between patients and the Service to resolve medical complaints and issues at the lowest level; analyzes all patient care processes to identify and reduce potential problems; conducts analysis and suggests solutions or alternatives to existing procedures; promote patient satisfaction within the Service; communicate feedback to patients through the appropriate professional/administrative staff; assist and respond to official inquiries ; and provides assistance to Veterans regarding bills they have received in error. Performs other duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Supervisory Administrative Officer/PD087160 Relocation/Recruitment Incentives: Not Authorized 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, 11/29/2023. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary action. 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 Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or a LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. 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 GS-11. Preferred Experience: Experience as administrative team member, providing budget development, personnel recruitment, and strategic goal recommendations. Employee relations/labor relations experience preferable. You will be rated on the following Competencies for this position: Control of FundsManages Human ResourcesQuality Assurance 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 primarily sedentary and performed in a typical office setting, involving a normal amount of sitting, walking, standing, carrying, etc. There is frequent use of computer monitor and keyboard. The setting may be quite stressful at times because of the complexity and quantity of 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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Carrie Trenary
• Phone: 304-268-7780
• Email: [email protected]