Job opening: Administrative Officer
Salary: $62 456 - 99 314 per year
Published at: Jan 15 2025
Employment Type: Full-time
The position serves as the Administrative Officer for the Sterile Processing Service (SPS), located at San Francisco VA Health Care System (SFVAHCS) and supported catchment area. The position has administrative responsibility, accountability, and oversight for the SPS programs and activities across the full jurisdiction of the health care system.
Duties
Provides for the overall administrative management of the Sterile Processing Service. Exercises independent and creative judgment in accomplishing major duties. This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues. Monitors performance, suspense actions, and enforces the directions of the Chief of SPS to ensure issues are brought to closure. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Performs a basic analysis of the data and generates a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies. Schedules appointments, coordinates meetings, and/or schedules conferences. Independently schedules Chief of SPS and staff members' time based on a knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required. Obtains and monitors the use of services, supplies, or equipment for the offices. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area.
As timekeeper for the service, incumbent post and validates time and attendance for all staff personnel. Ensures all staff use TMS and monitor TMS use, training completions and accomplishments. Provides TMS compliance and non-compliance reports to the Chief for direct reports as well as to supervisors for their employees.
Advises the Chief and Supervisors regarding procedures, laws, regulations, and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities. Monitors, coordinates, and tracks all on-going and projected personnel actions and continuously apprises management of status. 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. Advises Chief and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees Responsible for creating and preparing 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.
The incumbent provides for the maintenance of data related to the budget and expenditure estimates in order to provide the best possible patient care within the allotted budget. Advises on fund shortages and makes recommendations regarding funding or program adjustments to promote program effectiveness and efficiency. The incumbent participates in both long and short-range planning by coordinating the administrative needs of the SPS, as assigned. Participates in annual budget planning and implementation for the section programs; monitors and tracks the program budget throughout the fiscal year. Participates in the equipment ordering process, generates 2237, assemble equipment/supply ordering package with Contracting supporting documents, upload information into SEPG module, and determine the needs and planning for future requirement. Participates in the analysis and interpretation of workload and other data used in resource planning.
Work Schedule: M-F, 8:30am-5:00pm - 8:00AM-4:30PM
Telework: Not Available
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO):
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2025.
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-7 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. For a GS-9 position you must have served 52 weeks at the GS-7 level. 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:
GS-7 grade level
Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Data processing, creating power point and other types of administrative reporting to support clinical operations of various programs in BH&S, clinic cancellation/scheduling, creating clinic grids, handling contracts, HR-related processes, resource utilization, workload projections, initiation/revision of policies in the professional services, oversight of TMS, assisting business manager and ACOS, conducting annual inventories and advising accordingly, tracking encounters, visits, workload, medical records and patient safety related data processing and reporting, etc. Providing administrative advice and support to achieve optimum operation. Assisting in the formulation of the annual budget submission, coordinating all Fund Control Point activities. Analysis of manpower, space utilization, equipment, contract services, budgetary/fiscal operations, special projects, educational programs, and medical/legal matters. . OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for the GS-7 level you must have 1 full year of graduate level education or superior academic achievement. To qualify based on education for the GS-9 level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. 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 4-year course of study leading to a bachelor's degree. (TRANSCRIPTS REQUIRED)
GS-9 grade level
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: Assist with research, analysis, planning directing execution of budget management practices; data analysis regarding cost effectiveness, budgeting, staffing requirements; performance improvement activities; Performing independent and verbal and written communication with both internal and external staff in administrative and clinical positions without prior review by service leadership; Planning and procurement of supplies, office space and staff necessary to run a clinically oriented service. Independent receipt, tracking and completion and submission of service action items and congressional inquiries; change and implementation of service wide policies to increase workflow or eliminate barriers; creates and provides training to service staff, negotiates external contracts with service providers. 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 (2) full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D. (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 One (1) full year of graduate level education. (TRANSCRIPTS REQUIRED)
You will be rated on the following Competencies for this position:
Administration and Management
Communications
Contracting/Procurement
Financial Management
Managing 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 requires some physical exertion, such as periods of standing when teaching; some walking, bending, crouching, stooping, stretching, or similar activities when visiting work sites; and some moderate lifting and carrying. At other times the work is sedentary, requiring the use of a computer.
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.
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 San Francisco VA Medical Center
4150 Clement Street
San Francisco, CA 94121
US
- Name: Amanda Bodkin
- Phone: 925-356-5886
- Email: amanda.bodkin@va.gov
Map
To navigate, press the arrow keys.