The Administrative officer (AO) is located in the Neurology Service at the Lexington VA Healthcare System. The Neurology Service provides care and diagnostic studies for veterans with neurological problems. The AO provides administrative coordination and support to enhance the delivery of these healthcare services.

Duties

The administrative duties relate to service operations and management, human resources management, financial management, contract and equipment management, facility management, information technology and data management, compliance oversight, process improvement, and Service communications. The incumbent is knowledgeable of the policies, procedures, goals and administrative requirements of the Department of Veterans Affairs, Lexington VA Healthcare System, and the Neurology Service. The incumbent will provide administrative leadership to Neurology Service staff, including health care trainees, clinical and non-clinical employees. Major Duties and Responsibilities include, but are not limited to: Interprets policies and provides policy guidance, ensures compliance with directive and memorandum, and communicates effectively with staff. Helps to develop, maintain and track reports pertinent to budget, staffing, labor mapping, workload, productivity, clinic utilization, consult management and peer reviews. Working knowledge of position management, employee benefits and resources, the VA handbook and Master Agreement. Maintains an inventory of service position listings, vacancies and retirement schedules. Analyzes staff utilization for workforce planning and development. Oversees recruitment and placement with preparation and oversight of position announcement of position descriptions, and functional statements. Establishes interview dates, selection panel members, and interview questions. Prepares Tour of Duty and position Memorandum. Oversees the development of clinic grids and set-ups. Work with the leaf system and Data Validation Unit to manage clinic changes. Assists with employee credentialing and privileging, space and equipment assignments, and orientation. Oversees the performance review process by preparing performance plans for review with the service chief and staff member, scheduling performance plan meetings during the year, maintaining an organized tracking system for quarterly review. Maintains employee competency folders with an organized report to ensure that licensure, registration, certification, educational requirements, position descriptions/function statements and performance reviews are up to date. Working knowledge of VA policies concerning the Patient Advocate and Service Recovery Program. Receives, reviews, and either answers or distributes inquiries related to service recover. This Includes (local, VISN, VACO and congressional), patient advocate reports and reports of contact. Responsible for maintaining a report of service recover item status and ensuring completion of service recovery queries. Working knowledge of fiscal management concepts, analyze fiscal dashboards. Prepares, analyzes and budgets Service expenses for salaries, contracts, overtime, travel, and equipment. Working knowledge of procurement and contracting policies and procedures. Prepares or oversees all requests for supplies, equipment, and services. Oversees the maintenance of equipment contracts. Communicates effectively with all levels of staff. Present reports and analyses, review the progress of current service tasks, outline unfinished tasks that need attention and review upcoming Service schedule and plans. Acts as Service ADPAC for all employee, contract, and Health Professional Trainees. Including your IT, VISTA, ePas, CPRS, PIV, and other Information systems. Acts as Service Contract Officer Representative (COR) Knowledge and application of contract administration principles and practices sufficient to monitor contractor performance and compliance with all terms and conditions of the contract and deliverables; resolves discrepancies; performs contract closeout functions. Work Schedule: Monday - Friday 08:00a.m. to 4:30 p.m. Telework: ADHOC Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD030363 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved 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, 02/01/2024. 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: skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural and factual nature; knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations; ability to use qualitative and quantitative analytical techniques; and skill in conducting interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures. Knowledge of VISTA and office management softwares. Familiar with medical and scientific terminology. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree. 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 post-high school education and experienced to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used). A transcript must be submitted with your application if you are basing all or part of your qualifications on education.. You will be rated on the following Competencies for this position: Information ManagementOrganizational AwarenessPlanning and EvaluatingStrategic Thinking

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 Lexington VA Health Care System 2250 Leestown Road Lexington, KY 40511 US
• Name: Annette Johnson
• Phone: 352 443-2381
• Email: [email protected]