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Job opening: Administrative Officer

Salary: $66 942 - 87 024 per year
City: Chicago
Published at: Jan 03 2024
Employment Type: Full-time
This position is organizationally aligned to the Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program at the Jesse Brown VA Medical Center (537) in Chicago, IL- a complexity level lb VHA facility. The primary purpose of this position is to provide administrative and management related support by analyzing, evaluating, advising, and/or conducting administrative processes and operating, and evaluating the comprehensive management RMD program for Sterile Processing Services.

Duties

PERSONNEL AND MANAGEMENT: Directs and manages the office operations functions of the entire Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program and is responsible for personnel management, control and requisition of supplies and equipment, reports, flow and timeliness of work, and adherence to VHA directives and Medical Center policies as they relate to RMD to facilitate staff in their accomplishment of the patient care mission. Develops, reviews, and interprets service memorandums. Reviews and interprets emails, suspense notifications, and requirements, and reports from the VISN and NPOSP administrative staff, responding when appropriate for the Service Chief. Acts as the liaison with the facility Human Resources Management Service concerning personnel-related matters. Calls attention to problems that require human resources office intervention or correction; provides advice on issues concerning federal and agency personnel processes and procedures and solving complex personnel related issues. Updates and maintains the service's organizational/functional and staffing charts. Formulates local administrative policies and procedures based on new V ACO directives and/or requirements. Provides impact analyzes based on the effect of new or revised VA or other government agencies' guidance on current operations. Prepares a variety of reports, graphs and charts, and correspondence on the administrative functions. Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish SPS's mission requirements. Ensures inquiries, correspondence, and actions are addressed appropriately. Schedules appointments, maintains calendars, coordinates meetings, and schedules conferences and meetings. PROGRAM ANALYSIS AND MANAGEMENT???????: Develops and updates management information systems to identify and record SPS workload, staff effort, and resource consumption. Coordinates all short and long-range planning activities of the SPS department by working with staff to develop written proposals for new programs. FINANCIAL, CONTRACT, MANAGEMENT, & SPACE PLANNING: Provides for the budgeting and fiscal management to includes budget formulation, justification, execution, financial management, and financial reporting. Assists with budget formulation, justification, and execution for a changing budget or administrative expenses involving different funding resources. Participates with management in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Knowledgeable of the life cycle of equipment and ensures that recommendations are made to replace equipment before the useful life is exceeded. Serve as a Contracting Officer's Representative for the Sterile Processing Service contracts and will assist the VISN 12 Contracting Officer in developing and awarding contracts to meet the service needs. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level GS-11 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 - Friday - 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD240670 Relocation/Recruitment Incentives: Not Authorized

Requirements

Qualifications

To qualify for this position, facility applicants must meet all requirements within (30 days) of the closing date of this announcement. All non-facility applicants must meet all requirements by the closing date of this announcement, 01/11/2024. **** NOTE: MOST CURRENT SF-50 (YEAR 2023) MUST BE SUBMITTED. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. **** 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. This position includes a Selective Placement Factor (skill, knowledge, ability or other worker characteristic basic to - and essential for - satisfactory performance of the job). Selective Placement Factors are a prerequisite to appointment and represent minimum requirements for a position. Applicants who do not meet it are ineligible for further consideration. The Selective Placement Factor for this position is: Must have 2 years of Administrative Officer Experience. (Application/resume materials must reflect this experience in detail to receive credit for this selective placement factor). AND, You may qualify based on your experience and/or education as described below: **** NOTE: SPECIALIZED EXPERIENCE MUST BE WELL DOCUMENTED AND DETAILED IN YOUR RESUME. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. **** 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: Timekeeper experience; Directs and manages the office operations functions of the entire Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program; Assisting to provide overall administrative management for the service; applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork. Assisting with budgeting and fiscal management of the service to include: budget formulation, justification, execution, financial management, and financial reporting; provides advice to management and program personnel on budgetary and finance issues. Knowledge of HR related processes and actions, projecting staffing needs, writing position descriptions and/or functional statements, developing job analyses, performance plans, time and leave approval, disciplinary actions and training. Assisting with Medical Center Memorandums, SharePoint content, forms and processes; Ensures inquiries, correspondence, and actions are addressed appropriately. 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 LL.B or J.D. if related, in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.???? (TRANSCRIPT REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Administrative Officer position, may be substituted to meet the experience requirements for GS-09 position. For example, an applicant with 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-09) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-09) would qualify for a GS-09 position. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationCommunicationCustomer ServicePersonnel and 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 sedentary. It occasionally requires carrying of items up to 50 lbs., walking, standing, and bending. No special physical qualifications are required. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

  • Address Jesse Brown Department of Veterans Affairs Medical Center 820 South Damen Avenue Chicago, IL 60612 US
  • Name: Yasmin Scott
  • Phone: 910-488-2120 X1499
  • Email: [email protected]

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