This position is located in the Dental Service at the Jesse Brown VA Medical Center, Chicago, IL and is responsible for performing administrative functions that include resource management, budget and finance, office support services, allocation of resources, memoranda, logistics, program planning and evaluation, and a wide variety of related administrative matters.

Duties

Major Duties: Determines the appropriate sources of information required to research and obtain essential information to accomplish the office operations work efficiently and effectively. Administrative functions include personnel management, training coordination, procurement of furniture, supplies and equipment, preparation, and presentation of awards for employees, records management, security, budget programming and execution, control communication, physical space management and special projects as assigned. Responsible for the independent direction and management of specialized administrative duties for the Homeless Program/HUD-VASH, involving a wide variety of issues, problems, or situations. Reviews, analyzes, and interprets incoming requests, recommends appropriate action, and suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities. Provides advice, assistance, and guidance on the application of administrative and personnel directive and instructions. Interprets administrative policies, develop, and implement new policies, define administrative requirements, and provide advice to the Chief, Homeless Program/HUD-VASH, on related issues. Identify problems, apply, or adapt established guidelines to correct problems and monitor progress. Responsible for managing, organizing, and maintaining an efficient and effective office operation. Reviews and revises position descriptions, performance standards, policy, and procedures as necessary. Manage and prepare responses to correspondence as a liaison and will handle the communication with persons and/or groups within and outside the organization at local, VISN, National levels as well as community partners. Reviews all incoming correspondence/documentation and determines appropriate disposition and/or action which may include independently responding by appropriate method or preparing response for Chief, Homeless Program/HUD-VASH signature. Proofreads all incoming correspondence, memoranda, policies, etc. for compliance with medical center format, proper grammar, and content, making editorial comments for changes when appropriate. Responsible for the identification of equipment on the Equipment Inventory Listing (EIL) and maintenance of records to adequately describe and locate the equipment. Coordinates with Human Resources on personnel management matters of a routine nature. Initiates personnel actions through Manager Self Service (MSS), formulates position descriptions and performance standards, conducts annual position classification and management reviews. Responsible for administrative orientation of new employees to the service, which involves processing, issuing positions descriptions or functional statements, review of policy and procedures, position training, computer training and expectation discussion. Oversees the formulation and execution of the Homeless Program/HUD-VASH operating budget. Interprets and monitors all budgetary actions and provides policy guidance on the proper use of one, two- and multi-year appropriations to include operating funds and direct reimbursable monies in fenced programs. Serves as the Homeless Program Contracting Officer Representative (COR). Serves as an approving official and complies with all the acquisition regulations. Additional duties as assigned. Work Schedule: Monday-Friday 7:30am-4:00pm 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. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD08269O Relocation/Recruitment Incentives: Not Authorized 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, 12/31/2024. You may qualify based on your experience and/or education as described below: Specialized Experience: At least one (1) full year of experience equivalent to the GS-7 level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. For this position, specialized experience consists of: Experience in positions that required knowledge and skill in applying analytical and evaluative methods and techniques to resolve issues or problems; skill in the use of computer software equivalent to Microsoft Word, Excel, Power Point, Access, Outlook and databases; ability to create spreadsheets, track initiatives, retrieve organizational program data, create/compile reports, and produce charts and graphs; experience in positions that required substantive administrative support functions such as budget, finance, supply and general administration management, and personnel management; experience in positions that required knowledge of qualitative and quantitative analytical techniques to analyze both administrative and operational problems, and present written and oral recommendations; and working knowledge of advanced management principles, organizational theory, analytical and statistical methods, planning methodologies, budgeting and resource management. OR Substitution of Education for Experience: Masters or equivalent graduate degree, or successful completion of two (2) years of progressively higher-level graduate education leading to such a degree, or LL. B or J.D., if related and if such education demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college or university, may be substituted to qualify for this grade 9, Administrative Officer position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: TRANSCRIPTS REQUIRED. OR Combination Education and Experience: Equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Administrative Officer position, which may be substituted to meet the experience requirements of the position. For example, 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-9) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-9) would qualify for a GS-9 position. NOTE: TRANSCRIPTS REQUIRED. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningManaging 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: The work is primarily sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are 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

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 Jesse Brown Department of Veterans Affairs Medical Center 820 South Damen Avenue Chicago, IL 60612 US
• Name: Felicia Davis
• Phone: 312-569-8107
• Email: [email protected]