This position is located in the Clinical Command Center at the Central Virginia VA Health Care System. The position has administrative responsibility, accountability, and oversight for programs and activities across the full jurisdiction of the health care system. The Administrative Officer coordinates and implements all the administrative activities of the service.

Duties

Provides overall administrative management for Logistics Service. Establishes internal procedures and directives and uses own initiative in developing procedures. Prepares, edits and archives all official correspondence requiring the Chiefs signature or approval. Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions. Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary. Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each. Coordinates the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements. Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status. Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor. Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions. Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval. Serves as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements. Monitors to ensure that the cardholder conducts purchase card reconciliations within the required timeframe and that the reconciliations are correct. Prepares budget estimates based on historical information and identifies need for changes. Acts as a Contracting Officer Representative (COR) for the Logistics Service for multiple short and long ­term service contracts. Prepares procurement requests, evaluates proposals for work, and serves as COR for procurement and a variety of complex contracts, while also maintaining procurement and contracting records. Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds. Responsible for providing expert advice on procurement issues and for seeing that procurement regulations are understood and adhered to. Coordinates the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short­ term storage. Ensures that the Logistics Service is adequately stocked with office supplies and other consumables that are needed for the effective and efficient operation of the service. Performs other related duties as assigned. Work Schedule: 7:30am - 4:00pm - Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer / PD015160 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/05/2024. 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: 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, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. 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 have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B or J.D., if related. 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 1 year above a Bachelor's Degree. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailCommunicationDecision MakingInformation ManagementProblem SolvingReading Comprehension 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 the employee is comfortably seated at a desk or table. Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching, and pulling or pushing carts 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 Central Virginia VA Health Care System 1201 Broad Rock Boulevard Richmond, VA 23249 US
• Name: Danielle Muse
• Email: [email protected]