The Administrative Officer position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility, and is responsible for advising the service management team.

Duties

Duties include, but may not be limited to the following: Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Makes recommendations on obligations for salaries, travel, equipment, supplies, etc. Manages the overall supply needs, services, material movement, and real property for the medical facility. Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Develops methods and establishes criteria for analysis, completes analytical surveys of space utilization, and recommends plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, budgetary considerations. Relations with support services such as Fiscal, Supply Chain, Human Resources Management Service (HRMS), Office of Information and Technology (OI& T), Safety, Environmental Management, Engineering, and Education. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Prepares reports to topics including but not limited to clinic utilization, clinic space utilization, access, equipment management, patient experience, and process improvement. Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies. Collects, analyzes, interprets, advises on, and presents data and information for leadership decision-making in support of the Service's daily operations and long-term strategic planning. Analyzes and reviews documentation procedures and controls, files, directives, forms, records control and disposal procedures and office automation and performs equivalent management information studies of limited scope and impact to the organization. Uses available data (e.g. IPEC, SAIL, VSSC) to determine current clinical performance. Maintains current knowledge of accrediting body requirements (e.g. T JC, OIG, OSHA) and VHA regulation and monitors changes/projected changes in regulations and accrediting body standards to ensure that activities and processes continually-meet all requirements. Performs other duties as assigned. 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 through Friday, 8:00am to 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/PD13616A 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, 12/15/2023. 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-9 level. For a GS-12 position you must have served 52 weeks at the GS-11 level. 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: GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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; Preparing and submitting requests for recruitment, promotion, reassignment, 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 completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an 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 graduate education an excess of a Master's degree or equivalent degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. GS-12 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Understanding of management principles, practices, methods and techniques, and skill in integrating management services with the general management of the organization. Applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related management matters in order to improve the efficiency and effectiveness of the operation. Principles and objectives of Government Budget formulation to provide a variety of substantive budget and financial management duties for the service. Understanding of human resource management principles and practices pertaining to personnel management, reorganization/ realignment, organizational structure, staffing, position management, manpower utilization and training issues. Knowledge of the methods and procedures, mission requirements, program goals and objectives, regulations, pertinent laws, policies and precedents which govern the administrative operations of the organization. Developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations. Knowledge of VISTA and CPRS computer packages as well as knowledge of other clinical packages used for extracting patient data. Preferred Experience: Contractor Officer Representative (CORE) and Budgetary/Financial background experience preferred. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsContract AdministrationManaging Human ResourcesQuality 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. 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 for the GS-11 position only.

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: Jorge Delarosa
• Phone: 480-232-7991
• Email: [email protected]