The Administrative Office (OA) position serves in Mental Health Service, Kansas City Veterans Administration Medical Center (KCVAMC) and Community Based Outpatient Clinics (CBOCs), VISN 15, Veterans Healthcare Administration, Department of Veterans Affairs, Kansas City, MO.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION** Duties include but may not be limited to the following: Administrative Management: Provides for the overall administrative management of the Mental Health Service. Advises, plans, develops, implements, and evaluates administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling, staffing efficiency, labor mapping, access, strategic planning, and communication across the Service Line. Manages a variety of administrative functions, including the Service appointment calendar, distribution and dissemination of incoming mail, internal controls, records management, publication, and forms management. Ensures inquiries, correspondence, and actions are addressed in a timely fashion following established templates, suspense timelines, or other process as appropriate. Develops performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to the Service Chief and other clinical staff. Financial and Contract Management: Analyzes resource needs and makes recommendations based on staffing needs, approval of individual expenditures for all non-recurring items; approving and preparing all requests for funding, etc. Performs analysis of budget requests by employing techniques such as cost-benefit analysis, program tradeoffs, and explorations of alternative methods of funding to ensure that program objectives are met. Coordinates equipment needs with internal and external staff, research specific equipment needs, how it will be used, obtains quotes, conducts market research, obtains, and justifies approvals, communicates with contracting and coordinates delivery and installation. Serves as the Contracting Officer Representative (COR) for medical service contracts needed for the provision of essential patient care within the Medical Center and CBOCs. Personnel: Administers and oversees all aspects of personnel management within the Service. Provides advice on interpretation and application of a variety of human resources policies, practices, and procedures that affect the Mental Health Service Line. Directs recruitment and onboarding activities, research and input for market pay development and reviews, and other personnel administrative tasks. Reviews and maintains personnel action requests, awards, promotions, and supervisors' disciplinary action documentation. Maintains files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates. Program Analysis: Conducts data research and analysis on specific programs and incentives such as book ability, cost outliers, and contract management items. Performs review and analysis of productivity data, developing action plans that lead to improved performance and/or productivity and implementation of improved management controls. Develops short- and long-range plans to ensure programs and services support objectives and are synchronized with facility and VHA goals and requirements. Develops, conducts, or directs special studies to resolve problems that arise (or could potentially arise) related to new or altered program requirements or resources issues, providing the basis for planning, organizing, and controlling both day-to-day and long-term operations of the Service. Supervisory: Plans and directs the activities of subordinates and managing training and support needs to assure an appropriate work environment. Provides oversight of the day-to-day work completed by subordinates. Sets and prepares schedules for completion of work. Develops performance plans and evaluates the performance of direct reports. Provides administrative oversight and guidance (not supervision) over the performance of the clinical subordinates as the direct extension of the Mental Health Service Chief. Gives advice, counsel, and instruction to employees on both work and administrative matters. Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized 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 telework. Telework eligibility will be discussed during the interview process.

Requirements

Qualifications

ENGLISH LANGUAGE PROFICIENCY: In accordance with 38 U.S.C. 7402(d), No person shall serve in direct patient care positions unless they are proficient in basic written and spoken English. You must be proficient in basic written and spoken English in order to meet the requirements of this position. AND GS-12 SPECIALIZED EXPERIENCE GS-12: You must have at least one (1) year of specialized experience that equipped you with the knowledge, skills and abilities to perform successfully the duties of the Administrative Officer and that is typically in or related to the work of the position to be filled? To be creditable, specialized experience must have been equivalent to at least the GS-11 grade level in Federal service. Specialized experience includes having broad knowledge of pertinent laws, regulations, policies, and precedents which affect the use of program and related support resources in the area studied. Projects and studies typically required, knowledge of the major issues, program goals and objectives, work processes, functional, and administrative operations of the organization such as human resources, contracting, budget, etc., to coordinate and resolve questions/problems; having comprehensive knowledge of a wide range of analytical and evaluation methods, both qualitative and quantitative, to manage and develop program effectiveness and improvement for clinic management; Basic understanding of inventory management principles, procedures, and concepts in order to analyze an integrated material management inventory that historically consists of patient care supplies and equipment with difficult supply and demand patterns; personnel, budget, and procurement regulations in order to participate in committee actions and recommend actions on appointments, budget and procurement of supplies, equipment, and services; expertise in software and medical technology programs sufficient to input and retrieve pertinent program information for assigned projects. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and ManagementCommunicationsFinancial ManagementPersonnel and Human ResourcesPlanning and Evaluating IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. 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

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

There is no educational substitution at this grade level.

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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov).

Contacts

• Address Kansas City VA Medical Center 4801 Linwood Boulevard Kansas City, MO 64128 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]