This position functions as Administrative Officer for the consolidated Facilities Management Service (FMS), for both American Lake and Seattle Divisions, by providing a variety of complex administrative management services that are essential to the operation and direction of the Service. This is a full-time position at 40 hours per week.

Duties

The duties of the position include but are not limited to the following: Provide for the direct assistance and administrative support to the Director, and Assistant Director of FMS Responsible for coordinating the attainment of pertinent service and related goals and policies Coordinates, advises, and provides administrative assistance in the development, implementation, and continual compliance of the FMS programs with VHA Directives Directs and oversees the administrative management of personnel, budgets, and applicable programs within FMS Responsible for coordinating activities of the Administrative Section in support of all Sections within FMS Develops and maintains an integrated reporting system, and communicates information from all activities to the Director, and Assistant Director of the Service Prepares, recommends and facilitates the implementation of short and long range plans and programs for the efficient administrative operation of the service Analyses, extracts, summarizes, identifies, interprets and evaluates significant trends and data within the service Tracks and prepares final responses to internal and external FMS suspense and action items Researches data and background information and applies the information and data to write policies, proposals, memoranda, and other documents for the signature of the Director, FMS Represents FMS, in a variety of management programs Responsible for implementing, updating, integrating, and preparing management policies and standard operating procedures (SOP's) Directs and provides guidance for FMS ADPACS regarding employee access to computer systems, and the priorities of the service for purchasing equipment, parts, supplies, and materials performs timekeeping duties for all FMS employees at two divisions in the absence of the time keeper Designated as Service liaison with Human Resources Management Service Coordinates all personnel actions to maintain authorized FTEE while staying within authorized salary dollars Supervises all FMS Business Office personnel while providing guidance to other managers and personnel in FMS Collaborates with HRMS in finding solutions to managerial problems arising from changes in objectives which have an impact on jobs or employees Prepares annual service budget requests for all FMS fund control points (up to $40M), taking into consideration a variety of factors to include contractual obligations, trends, and anticipated further expenses Prepares 2237's and 1358's and ensures expenditures will not exceed the Fund Control Point (FCP) dollars allocated and be proactive in monitoring and managing the FCP budget Ensures documentation to support undelivered order (UDO) validity is posted to the VISN share point within established deadlines Act as a Contracting Officer Representative (COR) for the management of FMS service contracts and leases Writes Statement of Works, provides independent government cost estimates, and certifies contractor/vendor invoices Tracks and processes cost transfers all in-house construction labor and material costs monthly for each in- house construction project Prepares and submits all resource requests to Financial Management Service, and maintains close liaison with Financial Management Service to resolve issues Conducts cost analysis to determine effectiveness of proposed cost containment initiatives and/or outsourcing proposals Develops and maintains service specific emergency preparedness plans to include break down of section specific plans Work Schedule: Monday - Friday 7:30 am to 4:00 pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD410820 Relocation/Recruitment Incentives: 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, 01/19/2024. 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 GS11 position you must have served 52 weeks at the GS09. 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. Preferred experience in providing direction and overseeing the administrative management of personnel, budget, and various applicable programs. 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-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: administrative, finance, human resources, management analysis, procurement, contract administration, property management, space management, reports management, data processing, operational and budgetary concepts, principles and practices related to the management of a department; develop new or modified policies, work methods, organizational structures, business processes, and/or program administration procedures; recruit, train and direct administrative and clerical employees; formulates, justifies, executes and provides financial management/reporting. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree OR have completed 3 full years of progressively higher-level graduate education leading to such a degree. Education must be in one of the following majors or other fields related to the position: accounting, business administration, business or commercial law, commerce, economics, engineering, finance, industrial management, statistics, traffic management, transportation, motor mechanics. 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 two years of graduate level education. You will be rated on the following Competencies for this position: Administration and ManagementPersonnel and Human ResourcesPlanning and EvaluatingPrinciples of Finance 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. Work is typically performed in an adequately lighted and climate-controlled office within a VA Medical Center. 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 VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Denise Lindsey
• Phone: 916-776-0180
• Email: [email protected]