The Administrative Specialist (AS) provides consultative and administrative support to the Sterile Processing Service and Chief, Sterile Processing Service as needed, and to provide effective liaison for administrative activities so that daily operations are handled expeditiously.

Duties

Duties include but not limited to: The incumbent serves as a principal advisor to the Chief, Sterile Processing Service. S/he participates in the overall administrative, operational management, decision-making, policy development and resource allocation and utilization for the Service. The AS provides administrative and analytical expertise and works independently and closely on a day-to-day basis with the Chief, Sterile Processing Service in planning, identifying, resolving, and implementing complex management programs and policies related to the operation of the Service. The incumbent regularly reviews, evaluates and monitors the document control system containing SOP/Competencies for the Education, Loaner and RME programs, RME Committee meeting minutes and makes information available to all program leaders. S/he prepares proposals based on professional observations and analyses to modify or change policies as well as initiate suggestions for new policies designed to enhance the efficiency of the operation of the Sterile Processing Service. The incumbent ensures communications are accurate, professional and complete and written documents are completed per organizational formats/guidelines. The incumbent is the primary liaison between Human Resources and Sterile Processing Service. Incumbent is responsible for the oversight of personnel files on each SPS employee which includes agency required standards as well as confidential documents related to compensation, medical accommodations, and disciplinary actions. The incumbent provides the full range of supervisory duties for the administrative staff within SPS. Responsibilities include, but are not limited to, planning the work to be accomplished by subordinates by setting and adjusting short-term priorities and prepares schedules for completion of work; assigning work to subordinates based on priorities and selective consideration of the difficulty and requirements of assignments and the capabilities of employees; evaluating the work performance of subordinates, developing and/or updating annual performance plan for subordinates and ensuring the staff have up-to-date competency assessments; giving advice, counsel, and/or instructions to employees on both work and administrative matters; interviewing candidates for positions and recommending appointment, promotion, or reassignment; hearing and resolving complaints from employees and referring group grievances and more serious unresolved complaints to the Assistant Chief or Chief, SPS. Job duties related to ADPAC (Automated Data Processing Application Coordinator) including, but not limited to supporting all SPS software and data management systems, understanding, and ensuring availability of access, hardware, peripherals, equipment management, troubleshooting and user training. Formulates and submits a budget plan each fiscal year, providing advice and assistance to the Chief, Sterile Processing Service as to funds available and how to maximize actual dollar allocations. Allocates funds to the correct control fund points and communicates this information to the Fiscal Service. Prepares the annual Sterile Processing Service budget plan incorporating budget requests from all SPS program areas with local and national funding sources. Develops Statements of Work (SOW), oversight, compliance, and evaluation of all medical contracts within the service and ensures that contracts meet all requirements of VA Directive 1663. Serves as the primary Contracting Officer Representative (COR) for the Sterile Processing Service. Incumbent must complete all required training to maintain currency of COR status. The incumbent tracks and trends budget data on a quarterly and yearly basis, reporting to Chief SPS, VISN SPS Lead, Chief Financial Officer, Medical Center Director, and other stakeholders. The incumbent formulates, presents, executes, and analyzes organizational budgets. Evaluates financial trends, and determines compliance with local and national budget, and agency guidance. Work Schedule: Monday - Friday, 7:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD216260 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 specialized experience and time-in-grade requirements within 30 days of 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 within 30 days of the closing date of this announcement. 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. 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 specialized experience and/or education as described below: GS-9 Qualifications: 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: gathering, analyzing, and reporting data and for presenting seemingly unrelated information in a cohesive and relevant format; using qualitative and quantitative analytical techniques to measure workload and productivity, develop questionnaires and flowcharts; maintaining current processes and procedures relating to cleaning, disinfecting, sterilizing, and preparing of Reusable Medical Equipment (RMEs); extracting and assembling information, conducting analysis and developing reports for presentations; planning, reviewing or revising policies and procedures which impacts operations, budget, efficiency and or processes to meet accreditation, directives and guidance; formulating, presenting, executing and analyzing organizational budgets; evaluating financial trends and determining compliance with local and national budget; and effectively communicate orally and in writing. Note: 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. 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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Note: 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 graduate level education beyond the first year or 18 semester hours to meet the total qualification requirements for the GS-9 grade level. Note: Transcripts required. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailAuditing 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 mostly sedentary. Typically, the employee may sit comfortably to do the work. Most of the work involves sitting but walking, bending, standing, or carrying (staff records up to 10 pounds) may be required. There is extensive use of a computer and phone. The position may be stressful due to the scope of the position and the complexity of the service. 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 Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]