The purpose of the Administrative Officer position is to direct and perform all administrative functions within the Primary Care Service line that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility and is responsible for advising the service management team.

Duties

Major duties may include but are not limited to the following: Performs budget administration functions. Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Utilizes knowledge of financial management policies, guidelines, and best practices to provide overall budgeting and financial management for the service. Independently prepares and maintains the annual budget plan for all service control points. Through analysis of program goals, priorities, current resources and program data, makes recommendations regarding the need for additional budgetary resources, contracts, and equipment. Responsible for coordinating and facilitating the function of all services, clinical and administrative, which interface with the service. Serves as the primary point of contact (POC) to these services and makes decisions regarding programs and projects as they relate to these areas. Plans, develops, and executes assigned clinical service administrative management program needs. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Maintains comprehensive database(s) to provide information used in making clinical service organization decisions and in preparing reports. Assures that internal systems and procedures for carrying out the clinical service organization's administrative functions meet the requirements of balancing costs, benefits, productivity, and effectiveness. Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization. Analyzes mission, management objectives and organizational goals, to determine current and projected personnel needs and potential placement issues. Provides advice and assistance to management in such areas as; recruitment initiatives to replace loss of skilled employees, recruitment and hire lag problems, mission or workload expansion, change or decrease, merit promotion requirements/procedures, requirements and procedures to determine employee placements and to effect a variety of placement actions such as reassignments, reduction-in-force, realignments, non-competitive promotions, and details. Conducts a variety of administrative information flow studies, administrative work processes reviews, procedural reviews, improvement studies, etc. to provide management with recommendations for insuring optimum utilization of available resources. Manages the organization Training program, assuring all employees are in full compliance with all mandatory training requirements. Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). Draws upon knowledge of contracting and acquisition procedures to draft and/or review 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. Functions in the capacity of Agency Government Purchase Card (GPC) holder. Assigns work to staff and provides technical and policy direction to their efforts. Reviews completed work of the staff and provides feedback to encourage top performance to enhance an atmosphere of teamwork in the Office. Plans training and development with subordinate employees to assure they acquire and maintain both technical competencies in their fields and cross training in related fields. Evaluates the work performance of subordinate staff members and recommends appropriate awards to enhance effective performance or takes action to deal with inadequate performance, through counseling, training, coaching and other means. Is responsible for equal opportunity for all employees supervised, ensuring fair and equitable practices in the selection of employees for training, promotions, awards and recognition, and for other career development opportunities. Work Schedule: Monday-Friday 8:00 am to 4:30 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for Ad-hoc Telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13616A

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/29/2024. GS-11 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-9. 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. GS-12 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-12 position you must have served 52 weeks at the GS-11. 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. You may qualify based on your experience and/or education as described below: GS-11, Administrative Officer 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. Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); Maintaining and updating department or service-level databases and shared computer drives; Resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; Managing and balancing financial aspects of general fund control points and purchase procedures; Preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions. 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. *TRANSCRIPT REQUIRED* 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 the first 2 years of graduate education. (The applicant's first 2 years of graduate study are not qualifying for GS-11.). *TRANSCRIPT REQUIRED* GS-12, Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Understanding of management principles, practices, methods and techniques, and skill in integrating management services with the general management of the organization. Applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related management matters in order to improve the efficiency and effectiveness of the operation. Principles and objectives of Government Budget formulation to provide a variety of substantive budget and financial management duties for the service. Understanding of human resource management principles and practices pertaining to personnel management, reorganization/ realignment, organizational structure, staffing, position management, manpower utilization and training issues. Knowledge of the methods and procedures, mission requirements, program goals and objectives, regulations, pertinent laws, policies and precedents which govern the administrative operations of the organization. Developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations. Knowledge of VISTA and CPRS computer packages as well as knowledge of other clinical packages used for extracting patient data. You will be rated on the following Competencies for this position: Budget AdministrationCustomer ServiceLeadershipManages and Organizes InformationManages ResourcesOrganizational Awareness 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: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. 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 Tucson VA Medical Center 3601 South Sixth Avenue Tucson, AZ 85723 US
• Name: TJ Rizzuti
• Phone: (520) 649-0207
• Email: [email protected]