Administrative Officer Primary Care, provides administrative support in the management of clinical out patients services. Medical and support service which includes physicians, therapists, APRNs, RNs and Program Support Assistants, must be responsive to the needs of the patients and clinicians. Position functions in a two-division medical center and outpatient clinics. Diverse nature and magnitude of activities result in duties and responsibilities that are difficult, complex, highly variable.

Duties

The incumbent also serves as a contact person for other VA medical centers, University of Kentucky Medical Center and heath care providers. The incumbent must be knowledgeable about health care management and the provision of hospital services, and must be versed in organizational and administrative theories. The incumbent is expected to function independently under the direction of the Business manager and Service Chief. Major duties and responsibilities may include and not limited to the following : Independently plans and carries out the assignments in conformance with accepted policies and practices. Adheres to instructions, policies, and guidelines in exercising judgment to resolve commonly encountered work problems and deviations. Brings controversial information or findings to the supervisor's attention for direction. Performs personnel administration to include recruitment actions, position classification, performance standards, disciplinary actions and grievance procedures. Assures recruitment and retention are within approved ceilings. Administers personnel administration such as equal opportunity, staffing, employee/labor management relations or position management. Establishes human resource policies for the service. Presents staffing recommendations and negotiates solutions to disputed recommendations. Evaluates space utilization to make recommendations. Maintains awareness of available resources to make recommendations. Administers space and equipment programs. Adapts analytical techniques and evaluation criteria to measure and improve program effectiveness and/or productivity. Handles conflict and problems with dealing with customers constructively. Reviews orders for supplies, services and equipment. Prepares procurement requests. Evaluates proposals for work. Maintains procurement and contracting records. Prepares contracts to include determining appropriate costs and performing cost analysis. Prepares and/or reviews purchase orders for supplies and no-expendable property such as equipment. Analyzes budget needs for a department or office. Develops internal controls to assure sound fiscal management. Formulates annual budget for supplies, equipment and/or other general operating expenses. Compiles budget information and maintains running account of fund allocation and expenditures. Makes interim budget adjustments as necessary applying basic knowledge of budgetary polices, procedures and regulations. Develops monthly and/or quarterly cost ceilings to ensure accounts are within authorized levels. Performs other duties assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Full Time Monday - Friday 8:00 am - 4:30 pm Telework: Not Eligible. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD600117 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 08/02/2024. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-07. 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-07 Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-05) in the normal line of progression for the occupation in the organization. Examples of specialized experience would include, but are not limited to: Performing administrative functions for a service, to include office support, document control, logistics, and related administrative duties, tracking and responding to memoranda and letters, ordering supplies and compiling forms. Assisting with formulating various budgets, monitoring projects, interpreting administrative policies, developing local policies, providing advice to management, maintaining systems and generating various weekly, monthly and annual reports; Assisting with conducting a wide variety of analytical studies and projects related to management improvement, productivity improvement, management controls, and long-range planning; Knowledge of qualitative and quantitative techniques and assessment tools for analyzing and measuring the effectiveness, efficiency, and productivity of administrative and technical programs; Knowledge of SPS operations, objectives, and policies along with a comprehensive knowledge of management and organizational techniques, systems, and procedures; Utilizing automated systems and software to retrieve and generate a variety of reports to validate data; OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one full year of related graduate level education or superior academic achievement. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQURIED). 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 four years of undergraduate education. Such education must demonstrate the knowledge, skills, and abilities necessary for the position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQURIED). GS-09 Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel, or substantive administrative support functions (i.e., internal activities or functions such as supply, budget, procurement, or personnel); Planning, scheduling, and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations in a program or support setting; Develops 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; Analyzing and measuring the effectiveness, efficiency, and productivity of administrative and technical programs, along with knowledge of the mission, organization, and work processes of SPS processes and operations; Knowledge of resource management principles as they apply to MST staffing, support staff levels, space and facilities management, and procurement of supplies; Knowledge of SPS operations, objectives, and policies along with a comprehensive knowledge of management and organizational techniques, systems, and procedures; Formulating various budgets, monitoring projects, interpreting administrative policies, developing local policies, providing advice to management, maintaining systems and generating various weekly, monthly and annual reports. Utilizing automated systems and software to retrieve and generate a variety of reports to validate data. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a masters degree or two full years of progressively higher-level graduate education leading to such a degree. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS 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 one full year (18 semester hours) of graduate level education. Such education must demonstrate the knowledge, skills, and abilities necessary for the position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQUIRED). 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. Positions must be listed with position title, date position held (month/year to month/year) and include duties performed. You will be rated on the following Competencies for this position: Administration and ManagementInterpersonal SkillsProblem SolvingTechnical Competence 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 sedentary, but does include walking and carrying of light items. Including (but not limited to) reports, and small equipment. Must be able to walk about the office and medical center. 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 Lexington VA Health Care System 2250 Leestown Road Lexington, KY 40511 US
• Name: Tracy Binion
• Phone: 314-939-8817
• Email: [email protected]