The incumbent serves as Administrative Officer and reports to the Business Office Manager. The position works in conjunction with the Business Manager to ensure accountability and oversight as it pertains to matters relating to the programs and activities within the Business Office.

Duties

The Administrative Officer will assist the Business Office Manager in performing administrative tasks necessary to effectively operate the Business Office. In performing this function, the incumbent applies their knowledge of the administrative philosophy of the operating programs of the Business Office service line, as well as the interrelationships of these programs and their integration and impact throughout the Medical Center and VISN. Major duties include but are not limited to: Administrative Management Assists with administrative policies and requirements of government and outside agencies. Performs various audits and monitors for services which fall under the Business Office service line to ensure facility compliance. Aides in the development of detailed plans, goals, and objectives for daily operation of the Business Office service line programs and develops criteria for evaluating the effectiveness. Assists the Business Office Manager with the maintenance, modifications and overall oversight of the workflow for the Business Office service line. Performs supply and demand analysis with regards to incoming work, FTEE, and overtime use for staffing and incoming work and provides recommendations and reports to the Business Office Manager. Utilizes unique skill set to define, measure, analyze, improve, and recommends changes to the Business Office Manager. Personnel Administration and Management Ensures that all VA mandatory education requirements are met and documented for both the staff in Business Office. This includes local mandatory education and VISN requirements. Assists the Business Office Manager in providing personnel management and administrative coordination for the Business Office with varied and highly complex functions and activities with new and changing requirements. Assists in drafting and developing performance standards for all Business Office direct reports. Assists in ensuring Business Office direct reports appraisals are completed appropriately and in a timely manner. Resource/Financial Management Prepares and presents information to the Business Office Manager to ensure adequate and safe staffing levels. Tracks and reviews travel and training requests for accuracy, expense, and compliance with regulations. Makes recommendations on budgetary position and forecasted needs. Tracks, trends, and monitors Business Office overtime and compensation time and notifies the Business Office Manager when service line issues arise. Assists in overseeing the annual inventory of equipment for Business Office service line's EILs and assures accuracy of records. Purchase Card and Contracting Is the purchase card holder for the service line, procuring supplies and services in support of service line activities for each department. Exercises contracting authority up to an established threshold as the representative for the Business Office. Drafts and/or reviews all 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. Performs other Related duties as assigned. Work Schedule: Monday - Friday, 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD505290 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Financial Disclosure Report: Not required The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/29/2024. 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-11 position you must have served 52 weeks at the GS-09, respectively. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 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; accurately preparing timecards for submission and processing; 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; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions. 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, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a PhD (or equivalent), LL.M., if related, or 3 full years of progressively higher-level graduate education leading to such a degree in a subject area directly related to the position to be filled. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond two years of graduate education. NOTE: Please see the Education section of this announcement for additional information on substituting education. You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingHuman Capital ManagementManages and Organizes InformationPlanning and Evaluating 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 and Working Conditions: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. The work is primarily sedentary and is usually accomplished while seated at a desk or table, typically in an adequately lighted and climate-controlled office. 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 Iowa City VA Health Care System 601 Highway 6 West Iowa City, IA 52246 US
• Name: Luther Smith Jr.
• Phone: 612-467-6901
• Email: [email protected]