Serves as the Administrative Officer for the Facilities Management Service Line (FMSL) at the VA Beckley and supported catchment area. The position has administrative responsibility, accountability, and oversight for FMSL programs and activities of the service. The position reports directly to the Facilities Chief Engineer.

Duties

The Administrative Officer at this level (GS-11) has oversight of all office staff and has authority to make changes to the administrative programs to support FMSL goals. Major duties and responsibilities include: Budget and Fiscal Management - Collaborates with the FMSL Chiefs to project the department's budget requirements. Participates with managers in reviewing office supply/service contract needs, plans, and goals to develop budget data and justification for review and approval. Prepares the budget package for submission to the budget office and responds to all questions from the budget office. Budgeting duties include performing budget forecasting. This entails performing analysis and evaluation of the current years' expenditures and allocations, and predicting what the financial needs will be the following year. The incumbent must be able to collect and analyze factual data from the past year, as well as predictive data that cannot be easily observed. Responsible for facilities and utilities contracts consisting of over $3.5 million dollars in payments. Initiates and prepares contracts and contract option year renewals, including determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating with contractors. Contract packages include independent government cost evaluation (IGCE), scope of work, conducting independent market research, security checklist, and procurement checklist. This requires analysis of potential costs against going market rates, and determining whether the expenditure is justified. Exercises authorizations for obligation and expenditures of funds . Processes contract modifications including obligation and de-obligation of funding. Administrative Support - Maintains FMSL administrative systems; interprets administrative policies; advises on changes and requirements; develops and implements local policies that define administrative requirements or establish local administrative processes; applies new policies; and advises leadership on related issues. Manages regular and recurring reports on a weekly, monthly, quarterly, and annual basis. Generates regular reports on things like energy consumption, budget expenditure, and timekeeping. Queries and validates monthly data. Represents the Chiefs of FMSL and needs of the service in at various administrative committee and organization- wide meetings and provides follow-up to ensure those needs are met. Assists with assigning work to the Secretary based on needs of the service. HR Support - The incumbent is the FMSL HR point of contact and liaison concerning all personnel-related matters for employees and supervisors. Advises management officials and supervisors on various human resources policies, hiring practices, strategic recruitment planning, regulatory requirements, and directives. Drafts and submits requests to the Resource Management Board (RMB) for new positions and backfill requests. Applies special hiring authorities for recruitment and relocation incentives. Maintains and tracks all hiring actions for the service line. Monitors position reports, validates vacancies and obsolete positions. Utilizes budget information to project staffing needs for current staff and new staffing requests. Develops and drafts position descriptions, functional statements, and job analyses with senior management officials. Conducts job analyses on a wide variety of positions and develops rating factors and crediting plans to assess varying degrees of job qualifications for journey and expert level positions. Resource and Program Management - Manages the FMSL equipment inventory. Assesses, coordinates, and communicates equipment needs and trials with the section supervisors. Conducts periodic surveys of equipment and property utilization and recommends actions to improve effectiveness and efficiency. Consults with Logistics databases and staff to monitor equipment age and coordinate plans for replacing equipment before end of life. Tracks equipment breakdown and reports patterns to Chiefs of FMSL making recommendations for replacement or repair as appropriate. Turns in excess equipment to Logistics Service and initiates requests for maintenance of equipment and facilities using the automated work order system. Obtains quotes for equipment and submits entire equipment packages for contracting. Monitors equipment process through contracting and reports monthly to FMSL Chiefs regarding equipment budget, equipment needs and plans to address same. Submits emergency equipment requests as required to ensure patient and staff safety. Performs other related duties as assigned. Work Schedule: Full-Time; Monday-Friday 8:00 am - 4:30 pm Telework: For this positon tele work is Ad-Hoc (as determined by the agency policy). Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD24004-0 Relocation/Recruitment Incentives: Not Authorized

Requirements

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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-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 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: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; human resources functions to include personnel management, administrative hiring functions, employee/labor relations management, financial management, quality assurance, program planning, data reporting and utilization; recommends actions to ensure economical and efficient use of equipment and other property. 1. Maintains personnel files in correct manner, checks TMS training records for employees and keeps supervisors informed as issues arise. 2. Works closely with Fiscal on service contracts, purchase orders, budget allocation, and monitors over 20 fund control points. 3. Works with Fiscal and supervisors to develop the yearly budget for the service line, enters all data into 4Cast and monitors data monthly. 4. Utilizes communication skills on radios, and telephones with internal and external customers. 5. Works with VA staff at all levels to identify, describe, and assist with contract packages for services, supplies, utilities, and leases. 6. Employs knowledge of accounting bookkeeping, and budgeting processes to ensure correct manipulation and generation of data, reports, and proposals. 7. Maintains FMSL administrative systems; interprets administrative policies; advises on changes and requirements; develops and implements local policies that define administrative requirements or establish local administrative processes; applies new policies; and advises leadership on related issues. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related (Transcripts must be submitted with application to receive credit for this substitution) 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 2 1/2 years of higher level graduate work Graduate Education: Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. (TRANSCRIPT REQUIRED. Failure to submit transcripts in the case will result in an ineligible rating.) 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: This work is mostly sedentary. Work is performed in office setting with long hours at computer. 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 Beckley VA Medical Center 200 Veterans Avenue Beckley, WV 25801 US
• Name: Tianna Miller
• Phone: 404-680-6127
• Email: [email protected]