As the Administrative Officer, the incumbent performs personnel management and administration duties assigned by the Chief Supervisory Biomedical Engineer with varied functions and activities. The incumbent acts as the liaison with the Human Resources Office (HRO) concerning personnel related matters. The incumbent reports directly to the Chief Supervisory Biomedical Engineer of Eastern Oklahoma VA Health Care System and supports the Service throughout Eastern Oklahoma VA Health Care System.

Duties

Major duties of this position include, but are not limited to: Develops plans and provides coordination to meet overall administrative and management program objectives defined by Chief, BESS and include, but not limited to, reviewing programming and budgetary documents to determine effect on assigned programs, i.e., budget administration, personnel administration, data validation, strategic and program planning administration, and special projects as assigned. Reviews and evaluates completed staff actions (memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Contacts the originating office to recommend changes, etc. before documents are forwarded to higher levels. Articulates the reasons for changes to senior staff to facilitate timely and accurate revision. Participates in discussion with medical center management in the policy making and resource allocations to improve service, solve problems, and provide necessary support in a time of limited resources. Incumbent serves as COR on necessary contracts and holds responsibility for approving and processing invoices based on feedback from other service line staff regarding completion of work. Provides guidance to supervisors and employees in personnel matters involving staffing, classification, leave administration, and employee relations. Acts as the service liaison with Human Resources. Ensures position descriptions are accurate and kept updated. Finalizes P. R.-recruitment paperwork. Supervises the coordination and preparation of all personnel actions. Tracks the status of various personnel actions from origination to conclusion to ensure suspense dates are met and the employees are paid properly. Ensures employees are paid at the proper grade/step and leave usage is appropriate. Manages the performance appraisal cycle. Assists supervisors in drafting disciplinary actions, performance plans, etc. and ensures ratings are submitted in a timely manner in accordance with regulatory guidelines. Organizes paperwork, 6 part folders, HR documents for HTM staff Provides fiscal reports, guidance and support for HTM service. Has Financial oversight for budgeting As a COR prepares contract specifications and financial obligations for funding contract items, ensuring all awards are compliant with services and stakeholders Prepares contract solicitation packages for submission to VISN contracting office for award per their contract serves. Validates invoices, payables for department. Conducts special projects and/or studies as requested, gathering all applicable facts and communicating effectively across organizational lines on issues that affect overall Medical Center operations Monitors, reviews, tracks, and maintains internal training and total quality management programs to ensure that efforts are ongoing and appropriately integrated with related programs and in full compliance with regulatory guidelines Oversees development of Medical Center Memorandums (MCM) and SOPs for BES to include renewals and new MCMs/SOPs, including responsibilities for other service lines - ensuring their ability to meet new/proposed roles 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 to 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/PD13253-O and PD13254-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/22/2024. 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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09. 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 for the GS-09 grade: Specialized Experience: You 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: General knowledge of a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, and related administrative areas in order to ensure compliance with established policies, practices, procedures and controls. General knowledge of management analysis principles and concepts. Knowledge of the medical facility mission, functions, goals, and objectives; organizational structure and individual program and responsibilities. Ability to identify problems and potential problem areas based on daily observance or studies. Knowledge of administrative concepts, principles and practices sufficient to foresee problems and perform independently studies designed to evaluate procedures/processes. Skill in Microsoft Office products to include, Word and Excel. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess 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 (Transcript required). OR, Combination: Applicants have some specialized experience as described in A but less than one year, and I have more than one year, but less than two (2) years of graduate education as described in B. I have computed the percentage of these requirements that I meet, and the total is at least 100%. (To compute the percentage, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond two years by 18. Add the two percentages. The total percentage must equal at least 100 percent to qualify.) (TRANSCRIPTS REQUIRED) OR, You may qualify based on your experience and/or education as described below for the GS-11 grade: 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: Knowledge and/or professional experience in the principles and techniques of strategic planning and analysis, and an understanding of VHA and facility missions. Knowledge of assessment and analytical tools to support planning and implementation; identifying and interpreting trends and significant factors; and knowledge of social, economic, and other conditions affecting performance of health care delivery systems, including the population, demographics (Veterans and community), economics, and budget. Skill in planning, collecting, analyzing, organizing, developing, coordinating, integrating, and interpreting a wide variety of data and reporting results in a concise, usable manner. Requires extensive knowledge of administrative concepts and principles and an extensive body of rules; procedures or operations that require extended training and experience to perform a wide variety of interrelated or nonstandard procedural assignments and resolve a wide range of problems pertaining to areas of responsibility, channels of communication, delegations of authority and correspondence. Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of office automation software (e.g., MS Word, PowerPoint, Excel, Outlook, Skype, VATAS, and VANTS). Incumbent must have a solid knowledge of the major issues, program goals and objectives of the Biomedical Engineering Service. Knowledge of regulations and procedures governing pay for employee's payroll records and payroll processing procedures. Time and Attendance skills within VATAS for preparation of timecards and payroll functions. Ability to record, reconcile and balance overtime pay data. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a 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 have some specialized experience as described in A but less than one year, and I have more than one year, but less than two (2) years of graduate education as described in B. I have computed the percentage of these requirements that I meet, and the total is at least 100%. (To compute the percentage, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond two years by 18. Add the two percentages. The total percentage must equal at least 100 percent to qualify.) (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies for this position: Budget AdministrationClericalHuman Capital ManagementManages and Organizes Information 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 mainly sedentary. Travel is necessary. There may be some walking, standing, bending, carrying/traveling with items such as books and portable laptop. 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 VA Eastern Oklahoma Health Care System 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: VISN 19 HR Contact Center
• Phone: 719-227-4600
• Email: [email protected]