The Administrative Officer serves in a full staff capacity to the Chief of Engineering Service. The incumbent's primary duty is to manage, plan, develop, and direct the total and complex administrative duties of the Service.

Duties

Duties include but not limited to: As the principal member of the Engineering Service management staff, the incumbent shares in the joint management relationship of planning and execution of the service. The Administrative Officer provides essential administrative support to the professional and administrative staff and coordinates the Engineering Program with other services within the Lexington VA Medical Center and the Executive Office. The incumbent has full, direct, and delegated responsibility and authority to act for Engineering Service in all matters relating to the service that do not require a professional or technical decision. The Administrative Officer is responsible for providing the Service Chief with complete information and specific recommendations concerning all administrative aspects of the service. The Administrative Officer performs administrative work in budget and financial management; personnel management/administration; procurement and contracting; property management; and supplies management. The Administrative Officer develops the need for and maintains an awareness of available resources, and makes recommendations to management regarding needs, distribution, or redistribution of these resources. He/she gathers and analyzes budget needs of the service and supervises all phases of budgeting requirements. Plans a system of internal control that assures the fiscal management of the service will be maintained on a sound basis in accordance with generally accepted accounting practices. Incumbent is responsible for formulation and execution of annual budget including salaries, travel, supplies, equipment, and all other general operating expenses. Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying the basic knowledge and understanding of budgetary policies, procedures, and regulations. Manages budget formulation and execution for an unstable budget that involves Engineering programs and administrative recurring expenses. The developed budget includes utilities for the medical center campus and outpatient clinics; GSA leased vehicles utilized by Lexington; operating supplies and services; maintenance and repair of building service equipment/systems; maintenance and repair of biomedical equipment; service contracts on operating equipment, BSE, and biomedical equipment; station level projects; and office supplies. Monitors the expenditures of the Nonrecurring Maintenance Project Program, Minor and Minor Miscellaneous Projects, and Major Construction Projects. Approves budgetary requests in these accounts for processing by Fiscal Service. Provides reports to management as required. Conducts in depth analysis of expenditures and prepares capitalization reports of projects for Fiscal Service and IG auditors. Analyzes and reviews documentation, performs analysis of workloads within all sections of Engineering Service, and assists the Chief Engineer in preparation of Management Briefing Reports. Program surveys and audits are conducted to verify compliance with policies and regulations, and makes recommendations to management regarding the complex programs such as the computerized interlinked work orders, equipment management, space management, GIP and IFCAPs programs. Incumbent serves as primary liaison with the Human Resources Management Office. Incumbent is responsible for the annual review and update of the classified position descriptions for Engineering Service. Prepares organizational chart and functional chart for review and presentation by the Chief Engineer to higher management for approval. Prepares and/or assists Engineering supervisors in writing position descriptions, performance standards for each classified position, incentive awards, written counseling, disciplinary actions, etc. Work Schedule: Monday-Friday 8:00am -4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD302580 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, 09/24/2024. 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 the GS-9 position you must have served 52 weeks at the GS-7 grade level. For the GS-11 position you must have served 52 weeks at the GS-9 grade 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: For the GS-9 grade level 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. Examples of specialized experience would typically include, but are not limited to: 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: Helping an administrative service run efficiently, organizing files, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research, and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 an combination of specialized experience and education beyond a Bachelor's Degree. For the GS-11 grade level 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: performing administrative work in budget and financial management; personnel management/administration; procurement and contracting; property management; and supplies management, making appointments and arranging meetings; knowledge of VHA Timekeeping rules and regulations, setting priorities and assigns work to administrative staff to meet timelines; preparing correspondence, such as routine official correspondence, personal acknowledgements, congratulatory letters, and routine office reports; coordinates with Human Resources for recruitment actions. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 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 a Master's Degree. You will be rated on the following Competencies for this position: Analysis and Problem SolvingBudget AdministrationContracting/ProcurementPersonnel and Human Resources 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: This position is in an office setting and may require setting for long periods of time. Also, this position may require standing and or bending for intermittent amounts of time. This position may require intermittent carrying and/or transporting supplies such as folders, binders, etc. to meetings and or presentations 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: Crystal Conley
• Phone: 901-288-8689
• Email: [email protected]