Administrative Officer reports to Geriatric and Extended Care Service Service Chief. This position direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and other related administrative matters in support of a complex medical facility, and is responsible for advising the service management team.

Duties

Duties include, but may not be limited to the following: Serves as a Contracting Officer Representative (COR) for any and all contracts under the clinical service. Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Tracks obligations and expenditures for base/mission support functions throughout the execution phase of the annual operating budget. Utilizes knowledge of financial management policies, guidelines, and best practices to provide overall budgeting and financial management for the service. Prepares and maintains the annual budget plan for all service control points. Makes recommendations on obligations for salaries, travel, equipment, supplies, etc. Manages the overall supply needs, services, material movement, and real property for the medical facility. Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Initiates and coordinates requests for repairs of equipment, telephone installations or relocations, computers, printers, etc. Develops methods and establishes criteria for analysis, completes analytical surveys of space utilization, and recommends plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, budgetary considerations. Prepares and/or reviews requests for construction justifications, remodeling and alterations and interfaces with Engineering, Environmental Management, Supply Chain, OI&T, and other officials to schedule work or resolve problems. Serves as the primary point of contact (POC) to Fiscal, Supply Chain, Human Resources Management Service (HRMS), Office of Information and Technology (OI& T), Safety, Environmental Management, Engineering, and Education. 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. Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies. Explores solutions to problems and recommends action based on the results of studies, surveys, and individual interviews which impact the clinical. Ensures all Medical Center Policies and Standard Operating Procedures are up-to-date and compliant with VA/VHA Directives/Handbooks and accreditation standards. 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. Completes and reviews reports: analyzes trends, timeliness of processing actions, status of numerous actions and identifies deficiencies or discrepancies. Provides instruction as needed on specialized procedures, as well as preparation, content and assembly of staff actions. Performs other related duties as assigned. Work Schedule: Monday through Friday, 8:00am to 4:30pm. Telework: Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer, Geriatric and Extended Care Service/PD13493A Relocation/Recruitment Incentives: 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, 07/11/2024. 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-9 level. For a GS-12 position you must have served 52 weeks at the GS-11 level. 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: GS-11 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: 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. 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 Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and successfully completed graduate level education (in excess of the first two years or 36 semester hours). GS-12 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. Examples of specialized experience would typically include, but are not limited to: Management principles, practices, methods and techniques. Applying analytical techniques and evaluative methods to issues or studies concerning all administrative matters; provide a variety of substantive budget and financial management duties. Human resource management principles and practices pertaining to personnel management, staffing, position management; program goals and objectives, regulations, pertinent laws, policies and precedents; planning, scheduling, and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations. Records and files, management process, staffing patterns, procedures for administering program services. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsContract AdministrationManaging Human ResourcesQuality Management 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. 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 for the GS-11 position ONLY,

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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Jorge Delarosa
• Phone: 480-232-7991
• Email: [email protected]