The Administrative Officer works within the Chief of Staff Service at the GLA VHA. Incumbent performs administrative functions to include administration, human resources management, budget and finance, management and program analysis, committee support, office support services, document control, logistics, and a variety of related administrative matters in support of 8 services under the COS umbrella.

Duties

Duties include but are not limited to: Develops the need for and maintains an awareness of available resources and makes recommendations to the supported COS Services' leadership regarding needs, distribution, or redistribution of these resources. Gathers and analyzes the supported COS Services' budgetary needs and supervise all phases of budgeting within administrative requirements. Develops, evaluates, and modifies administrative activities, organizational structure, staffing ratios and systems to maximize supported COS Services resources and to fulfill the department's mission. Develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels. Monitors expenditures and forecasts changes that require reprogramming of funds for service delivery. Administers space and equipment programs. Establishes Personnel/Equipment/Space policy for the COS Office. Serves as key figure in manpower utilization program assuring recruitment and retention within approved ceilings are maintained. Responsible for personnel administration including knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions. Provides support to GLA, VISN and VACO level committees including but not limited to the GLA Cancer Committee. Identifies, coordinates, and tracks post-meeting action items to completion. Develops systems, processes, and procedures to ensure timely submission, review, and coordination of all required read-ahead materials for meetings. Manages procurement and contracting for the supported COS Services. Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds; exercises contracting authority up to an established threshold; drafts and/or views all contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements, provides advice to management and staff on contracting and procurement policies and issues. Manages Equipment Inventory Lists and is responsible for overseeing the procurement of supplies and services required for program office functions. Manages certification of invoices, program office obligations, and reconciliation of accounts. Provides trainings on Productivity (correct use of CPT code selection, clinic selection, encounter entering and corrections). Analyzes new or proposed regulations, and directives to determine impact on supported COS Services program operations and management. Analyzes, evaluates, and develops both long and short-range policies and plans for supported COS Services pertaining to services being delivered to enhance patient care. Ensures quality assurance issues pertaining to the service are documented and appropriate follow-up action occurs regarding any problem, or recommendation found or made as a result of the service's quality assurance activities. 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-Friday, 8am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD139270 and PD137740 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, 01/15/2024. 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. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 or GS-09 in the normal line of progression for the occupation in the organization. You will be rated on the following Competencies for this position: Budget AdministrationContracting/ProcurementPersonnel and Human ResourcesPlanning and Evaluating 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, although some slight physical effort may be 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

There is no educational substitution at this grade level.

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 Greater Los Angeles Healthcare System 11301 Wilshire Boulevard Los Angeles, CA 90073 US
• Name: Marie Clay
• Phone: 216-201-0922
• Email: [email protected]