This position is in the office of Facilities Management Service (FMS) at the VA Southern Oregon Rehabilitation Center & Clinics (SORCC), White City, Oregon. The Administrative Officer is responsible for managing the administrative activities within the Facilities Management Service and the administrative staff that perform them. S/he independently develops and advises on administrative requirements for a large, complex organization.

Duties

Major duties include but is not limited: Administrative Management Manages the overall leadership and direction of the Facilities Management Service (FMS) administrative section. Serves as the principal advisor on all administrative management matters associated with the service programs and operations, including collaborative efforts with other clinical and nonclinical services. Supervises one GS-0503-06 Budget Technician; one GS-0303-05, Program Support Assistant; one WG-5703-06 Motor Vehicle Operator, and one GS-0303-06 Administrative Support Assistant. Use extensive knowledge and skill in carrying out administrative functions for a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, administrative laws, policies, regulations, and precedents applicable to the administration of local, regional, and national programs. Compiles statistical data and performs analyses as required by the Chief, other services, and SORCC management such as shop statistical work order data to track trends and spikes, trend overtime, customer satisfaction, turn ins and other items. Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews. Financial Management Work Oversees FMS fiscal activities. Reviews the annual budget submission and justification prepared by the Budget Technician and makes recommendations to the Chief. Responsible as the Approving Official for the IFCAP budget control system in FMS. Develops, establishes, and oversees methods to forecast annual budget/costs (approximately $2.5 million), and implements cost effectiveness and efficiency in all activities, to arrive at lower expenditures and resulting in improved budget estimates. Provides advice to management and program personnel on FMS finance issues. Manages budget formulation and execution for a changing budget of administrative expenses, analyzes budget calls, reviewing guidelines and instructions and then debriefs, educates, and oversees the administrative staff on any changes or information required. Justifies requests for reprogramming as necessary; oversees and reviews financial reports and resolves discrepancies with the appropriate accounting office and assures that all expenditures are properly authorized and documented. Prepares studies and reports to ensure cost effectiveness and maintains a close liaison with Fiscal Service resolving any fiscal problems. Personnel Administration and Management Work Provides FMS management with assistance in projecting staffing needs through data collection and initial analysis, the execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, recruitment coordination and documentation requests, and processing training requests). Responsible for ensuring that all VA OIG, Joint Commission, and CARF standards are met and appropriately incorporated into FMS policy and procedure. Develops file manager routines to provide meaningful data for use by station management in evaluating the utilization of their space. Supervisory Duties Supervises four employees in FMS providing technical and administrative supervision to a unit of GS-6, GS-5 and WG-06 employees. Ensures that his/her employees conduct themselves in a manner that is compliant with the standards of the Facilities Management Service and the VA. Oversee daily, weekly, monthly, and project-by project as necessary to ensure highest possible efficiency of performance. Incumbent shall establish and plan work priorities and deadlines relying on traditional schedules and methods creating new schedules and methods when necessary to achieve applicable goals. Oversees the entire Fleet management program at VA SORCC which is approximately 66 vehicles and is a mix of VA-owned and GSA-leased vehicles. Gives advice, counsel, and instruction to employees on both work and administrative matters. Resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to higher level supervisor or manager effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases. Carries out Equal Employment Opportunity policies and program activities. Assures safety and housekeeping practices are observed; and maintains work reports and records. Approves, plans, and establishes overall leave schedules, and provides recommendations for promotion or reassignment of subordinates. Work Schedule: Monday - Friday; 8:00am to 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD904370 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 within 30 days of the closing date of this announcement, 11/25/2024. 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-11 position you must have served 52 weeks at the GS-9. 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: Specialized Experience GS-11: 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: Skills in applying analytical and evaluative methods and techniques to issues or functions related to office administration, knowledge of pertinent laws, regulations, policies, and evaluations which affect administrative operations. Knowledgeable with major issues; program goals and objectives, work processes, and administrative operations of the organization, skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity, skill in conducting detailed analyses of complex functions and work processes; and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. Have experience with requisitions for services, purchases, and construction projects both at the contracting level and the acquisition level. Experience with submitting contract packages for both construction and regular service contracts. Oversight of these actions and hands on work in contracting will be normal day to day workload. NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. 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. Transcript 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 the first 2 years of graduate level education (36 semester hour). Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Transcript Required. You will be rated on the following Competencies for this position: CommunicationContracting/ProcurementFinancial ManagementInterpersonal EffectivenessStrategic ThinkingTechnical DocumentationVehicle Maintenance 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: Duties involve sitting for long periods of time, use of personal computer, writing, calculating, occasional walking to administrative areas throughout the facility, and some bending and stooping. Work Environment: Much of the work is performed in an office setting with long periods of sitting preparing reports and calculating. May require occasional travel. 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 White City VA Medical Center 8495 Crater Lake Highway White City, OR 97503 US
• Name: Sophia Whittick
• Phone: 813-442-3938
• Email: [email protected]