This is a developmental level position located in the Engineering Service at the William S. Middleton Memorial VA Hospital (607) - a Level 1b Complexity VHA Facility.

Duties

Madison VAMC is responsible for community based outpatient clinics (CBOCs) at Janesville, Baraboo, Beaver Dam, WI, and Rockford and Freeport, IL and a primary care annex at Madison West Clinic, and is one of seven facilities that comprise Veterans Integrated Services Network 12 (VISN12) which is administratively headquartered at Hines, IL, and includes facilities in Illinois, Wisconsin, and Michigan. Administrative Support, Budget, and Human Resources Receives and screens all telephone calls and directs communication as appropriate. Responds to routine matters independently and answers most questions using established business practices involving established policy or standard operating procedures. Maintains suspense files for Engineering matters requiring action. Prepares, receives and reads all incoming correspondence directed to the service, takes action on documents to ensure prompt handling, initiates actions necessary for its proper disposition. Independently prepares responses ensuring correct punctuation, capitalization, spelling is grammatically correct, error free and that suspense dates are met. Assists in the annual budgeting process gathering, reviewing, verifying, and consolidating a variety of information and statistical data needed to submit budgetary forecasts for current and forthcoming fiscal years, as well as new requirements that materialized during budget cycle. Participates with service managers in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Prepares budget package for submission to the budget office and responds to all questions from that office. Timekeeping Serves as the Timekeeper Subject Matter Expert (SME) and Payroll Liaison's point-of-contact for the Facilities Service Line; by entering time and attendance information into the electronic Veterans Affairs Time and Attendance System (VATAS) system per established regulations for supervisory approval. Ensures bi-weekly time and attendance reports are prepared using the automated timekeeping system, monitors leave used and ensures supporting leave documents are properly filed. Maintains leave records for permanent, temporary, and part-time employees of the Service Line covering time worked, holidays, annual and sick leave, military leave, absent without leave (AWOL), leave without pay (LWOP), overtime, time off award, family friendly leave, etc. Furnishes advice and guidance to service line supervisors regarding leave status, leave balances, requirements of time and leave procedural regulations, and other time and leave matters. Ensures the accuracy of information and timely submission of timekeeping data to meet established payroll deadlines. Reconciles discrepancies in leave and overtime, and coordinates with Finance and Accounting for guidance or assistance. Procurement/Contracting Manages procurement and contracting for the service Prepares procurement requests and evaluates proposals for work Initiates and prepares contracts Data Support

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07: You must have at least one (1) full year of specialized experience equivalent to the GS-05 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: Compiling information and preparing administrative reports for briefings; maintaining and updating databases and shared computer drives; providing advice and assistance to managers and staff concerning personnel processes and procedures; and coordinating with management to control purchasing and use of supplies. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. OR You have an equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education beyond a bachelor's degree may be used to qualify applicants for the GS-05 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-09: You must have at least one (1) full year of specialized experience equivalent to the GS-07 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Specialized experience includes: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations. NOTE: 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. OR You have an equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. References: General Schedule Qualification Standards (opm.gov)

Education

GS-07:
You must have successfully completed of one (1) full year of graduate education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.
OR
You qualify based on Super Superior Academic Achievement (SAA). I meet have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following:
- Rank in the upper one-third of your class in the college, university or major subdivision.
- A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study.
- A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study.
- Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp.

GS-09:
You 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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

Contacts

• Address William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Lisa Maddox
• Phone: 608-256-1901 X18603
• Email: [email protected]