This position is located in the Director's Office at the Oscar G Johnson VA Medical Center, Iron Mountain, MI. The purpose of the position is to oversee and facilitate the administrative management for the Associate Director. The duties include budget, financial management, database and records management, coordination of activities and communication, coordination and tracking of human resource actions, procurement, and other administrative duties.

Duties

Major Duties: Perform a full range of administrative managerial activities and responsibilities, including resource management and allocation, budget development, program evaluation and performance improvement of the overall administrative and operational functions of the department. Explaining administrative policies and assisting staff in implementing them. Participates in regular meetings with leadership to develop plans, address issues, and to provide recommendations. Performs internal management control duties in terms of deadlines, progress reports, and directives. Informed of rules, regulations, and policies within the VA, TJC, CDC, OSHA, VISN, local facility, and outside regulatory bodies. Perform quality management duties. Schedules appointments, coordinates meetings, schedules conferences, and arranges for conference call or video call lines for the Associate Director. Prepares agendas and materials for committees and meetings. Responsible for being the services ADPAC, Records Control Officer, timekeeping in VATAS, and PIV sponsor. Perform human resource duties which include assisting with Manager Self Service (MSS), SharePoint, Leaf, liaison with the human resources office. Oversees all aspects of personnel management including recruitments, promotions, reassignments, disciplinary actions, referral lists, advises supervisors on hiring procedures, and maintaining hiring documents, Manages the incentive awards program Assist with budgeting and financial management which includes planning and developing budget for review, monitoring the status of projects and fund control points, and reviewing financial reports and resolving issues with the accounting office. Assists with the procurement of goods and services by preparing procurement requests, evaluating proposals for work, maintaining procurement records, and acting as the service COR. Other duties as assigned. Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD231490 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, 12/14/2023. 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-07 position you must have served 52 weeks at the GS-05. 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: GS-7 Specialized Experience: You must have one (1) full year of specialized experience equivalent to the GS-5 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: 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 a1 full year of graduate level education or superior academic achievement determined by OPM's guidelines 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. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of successfully completed college level education 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. GS-9 Specialized Experience: You must have one (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: 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: Administration and ManagementCommunicationsContracting/ProcurementFinancial ManagementManaging Human Resources 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 is usually accomplished while seated at a desk or table, typically in an adequately lighted and climate controlled office. Some standing, walking, bending and lifting (up to 40 lbs.) is required. Physical exertions including stretching, reaching and pulling or pushing cares occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets. 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 Oscar G Johnson Department of Veterans Affairs Medical Facility 325 East H Street Iron Mountain, MI 49801 US
• Name: John Newingham
• Phone: 906-774-3300 X32284
• Email: [email protected]