Serves as the Administrative Officer for the Logistics Service. The position has administrative responsibility, accountability, and oversight for the Logistics programs and activities across the full jurisdiction of the Amarillo VA Health Care System. The Administrative Officer coordinates and implements all the administrative activities of the service. The position reports directly to the Facility Chief Supply Chain Officer (CSCO).

Duties

Administrative Management Provides for the overall administrative management of the Logistics Service. Exercises independent and creative judgment in accomplishing major duties. Includes interpreting administrative policies, developing local polices, and/or providing advice to the Chief on related issues. Provides substantial input into policies and action plans to ensure Logistics is in compliance with Local and national guidance as appropriate regarding all phases of performance improvement and quality management programs. Interacts frequently local management and personnel, VACO, VISN and community officials to keep abreast of substantive service issues within the organization. Monitors performance, suspense actions, and enforces the directions of the CSCO to ensure issues are brought to closure. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. Independently secures the required administrative and managerial support to meet operating requirements. Responsible for all service correspondence. Prepares, edits and archives all official correspondence requiring the Chiefs signature or approval. Prepares an Annual Operating Plan. Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions. Submits and monitors work orders. Under the direction of the CSCO, approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties. Ensures all staff use TMS and monitor TMS use, training completions and accomplishments. Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary. Ensures that contractors' identification cards are completed and issued in accordance with the Security and Investigation Center (SIC) and local agency guidelines. Attend briefings and meetings on behalf of the Chief in his or her absence. Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each. Includes meetings for the Clinical Product Review Committee (CPRC), Equipment Committee, Real Time Location Systems (RTLS) Committee, Parking Committee, and others. Human Resources/Personnel Management Coordinates the personnel management program for Logistics Service, performing or overseeing all human resources requirements. Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor. Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions. Creates and prepares award packages for employee contribution awards and other criteria awards. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines. Space Planning, Property Management, Procurement, & Supply Administration. Acts as a Contracting Officer Representative (COR) for the Logistics Service for multiple short and long term service contracts. Prepares procurement requests, evaluates proposals for work, and serves as COR for procurement and a variety of complex contracts, while also maintaining procurement and contracting records. Represents Logistics and the facility with respect to contract changes, adjustments, or settlements and assists with the resolution of contractor claims, delays or suspension of work. Determines when contract termination is warranted and works to affect it. Oversees the activities and purchasing records of Logistics staff approved to hold and exercise procurement actions for goods and services in support of Logistics operations. Responsible for review and approval of purchase card reconciliations throughout Logistics. Develops space requests and coordinate movement of assets with Engineering Service and Environmental Management Service. Coordinates the administrative aspects of office moves, office construction. Represents the Logistics Chief at facility Space Committee Meetings. Collaborates with other offices to arrange and coordinate such activities. Performs other related duties as assigned. Work Schedule: Monday - Friday; 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD99842S 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, 12/12/2024. 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. 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: 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: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations. 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 a master's or equivalent graduate degree or two full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (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 education beyond. (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Administration and Management Communication Decision Making Problem Solving Attention to Detail Information Management Reading 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 Thomas E Creek VA Medical Center 6010 Amarillo Boulevard, West Amarillo, TX 79106 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]