The Administrative Officer position is in the Logistics Service within a VA Health Care System and supported catchment areas. The position has administrative responsibility, accountability, and oversight for the Logistics programs and activities across the full jurisdiction of the health care system. The Administrative Officer coordinates and implements all the administrative activities of the service. The position reports directly to the Facility Chief Supply Chain Officer.

Duties

Duties include, but are not limited to: Provides for the overall administrative management of the Logistics Service Exercises independent and creative judgment in accomplishing major duties This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues The Administrative Officer provides substantial input into policies and action plans to ensure Logistics is in compliance with VA Central Office (VACO), VISN, Joint Commission, and other entities as appropriate regarding all phases of performance improvement and quality management programs Interacts frequently with VA HCS management and personnel, VACO, VISN and community officials to keep abreast of substantive service issues within the organization Monitors performance, suspense actions, and enforces the directions of the CSCO to ensure issues are brought to closure Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process Independently secures the required administrative and managerial support to meet operating requirements Maintains responsibility for all service correspondence Prepares, edits and archives all official correspondence requiring the Chiefs signature or approval Prepares and updates the Annual Operating Plan Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions Submits and monitors work orders Under the direction of the CSCO, the position approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties Ensures all staff use TMS and monitor TMS use, training completions and accomplishments Provides TMS compliance and non-compliance reports to the Chief for direct reports as well as to supervisors for their employees Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary As part of this activity, ensures that contractors' identification cards are completed and issued in accordance with the Security and Investigation Center (SIC) and local agency guidelines Attends briefings and meetings on behalf of the Chief in his or her absence. Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each. These may include meetings for the Clinical Product Review Committee (CPRC), Equipment Committee, Real Time Location Systems (RTLS) Committee, Parking Committee, and others Serves as the Facility Hazardous Recall Coordinator and Contracting Officer Representative (COR) for the Logistics Service Assigned to various committees within the service and Medical Center including special task forces as required Coordinates the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements Advises the Chief and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions Advises Chief and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees Responsible for creating and preparing award packages for employee contribution awards and other criteria awards Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification Work Schedule: 7:00 A.M. -3:30 P.M., Monday through Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD99842-S Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized 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, 06/03/2024. 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-9 position you must have served 52 weeks at the GS-7. 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: Administrative Officer, GS-9: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Such experience may have been gained in administrative, professional, technical, investigative, or other responsible work. Experience in substantive and relevant secretarial, clerical, or other responsible work may be qualifying as long as it provided evidence of the knowledge, skills, and abilities (KSA's) necessary to perform the duties of the position to be filled. Knowledge, Skills and Abilities (KSAs): 1-Analyze problems to identify significant factors, gather pertinent data and recognize solutions, 2-Plan and organize work, 3-Communicate effectively orally and in writing. Experience of a general clerical nature (typing, filing, routine procedural processing, maintaining records, or other nonspecialized tasks) is not creditable. Trades or crafts experience appropriate to the position to be filled may be creditable for some positions. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must 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 LL.B. or J.D., if related. 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 the next lowest grade level to qualify at the GS-9 level. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailCommunicationDecision MakingInformation ManagementProblem SolvingReading Comprehension 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: The work is primarily sedentary and is usually accomplished while the employee is comfortably seated at a desk or table. Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets. 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 Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Danielle Bottomley
• Phone: (734) 263-5375
• Email: [email protected]