Administrative Officer

Company: Veterans Affairs, Veterans Health Administration
Location: Altoona
Posted on: September 24, 2022

Job Description:

Summary This position is organizationally located in the Outpatient Service Office reporting, to the Associate Director of Patient Care Service Executive Assistant. Serves as the Administrative Officer, in the Outpatient Service setting within the James E. Van Zandt Veterans Affairs (VA) Medical Center. This position holds responsibility and accountability for all issues affecting Outpatient Services in consultation with the Executive Assistant and the Associate Chief Nurse, Outpatient Service. Responsibilities Duties of this position are: Provides a key role in assisting the Service Chief in the development and implementation of policies and procedures, both long and short-range planning, budget, guidelines, and proposals for efficient and effective utilization of resources and the operation of the service. Performs and/ or directs special studies and projects for the Executive Assistant and the Associate Chief Nurse, Outpatient Service, some highly confidential and complex in nature. Incumbent is skilled in Performance Improvement, including mastery of requirements of the VA Central Office (VACO) and The Joint Commission (TJC) as they relate to Primary Care Service. Responds expeditiously to unannounced demands for surveys and statistical reports and ensures all reporting is completed timely and accurately. Analyzes proposals and provides the Service with an objective opinion before a final decision is made recommends courses of action and conducts executive review of correspondence which requires the concurrence, or signature of the Executive Assistant and the Associate Chief Nurse, Outpatient Service or higher-level officials. Serves as the Service Level Patient Advocate for the service, provides exceptional customer service by using customer feedback in planning and providing products and services to enhance the overall customer service experience of all Veterans, staff and visitors. Acts as a resource regarding the documentation requirements for procurement and contracting administration purposes. Provides oversight of procurement regulations and guidelines. Provides information and participates in annual reviews, briefings and personnel management reviews as needed. Prepares staffing and program analysis to ensure sufficient staffing levels are kept and justification supports requests for resource allocation, regularly reporting analysis to the Service Chief and Executive Assistant. Prepares budget projections based on studies of past expenditures, mastery of service requirements, changes in workload, and future goals of the assigned service (s). Participates with managers in reviewing equipment needs, plans and goals to develop budget data and justification for review and approval. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday; 8AM-4:30PM Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD022090 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Physical Requirements: The work is mostly sedentary and requires a substantial amount of interaction with a personal computer. The Incumbent walks to and from meeting, performs space, supplies, and equipment inventories, and frequently carries papers and books weighing less than ten pounds Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/14/2022. 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. For a GS-9 position you must have served 52 weeks at the GS-7. The grade may have been in any occupation, but must have been held in the Federal service. 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 for the GS-7 level based on your experience and/or education and/or combination as described below: Specialized Experience: At least (1) full year of specialized experience equivalent to the GS-5 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: Conducts executive review of correspondence which requires the concurrence or signature of higher-level officials Prepares staffing and program analysis to ensure sufficient staffing levels. Tracks/trends service line overtime costs, conducts analyses on potential solutions for reducing these costs. Ensures that diverse functions are interfaced, and duplicative efforts streamlined or eliminated. Prepares equipment requests and supporting contract packages for procurement. Compiling information and preparing administrative reports for briefings. Maintaining and updating databases and shared computer drives Providing advice and assistance to managers and staff concerning agency personnel processes and procedures Experience using office automation programs such as work processing spreadsheet, graphics, and desk top publishing Coordinating with management to control purchasing and use of supplies OR Education: One (1) full year of graduate education NOTE: Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. OR Superior Academic Achievement: Completed all the requirements for a bachelor's degree in a curriculum that is qualifying (i.e. hospital administration, public health administration, or related fields such as course work in health care administration) for the position to be filled and I meet one of the following: - Rank in the upper one-third of your class in the college, university or major subdivision. - A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study. - A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study. - Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. OR Combination: Have an equivalent combination of successfully completed graduate level education and specialized experience, as described above, to meet the total requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. This education must have been obtained in an accredited college or university. You may qualify for the GS-9 level based on your experience and/or education and/or combination as described below: Specialized Experience: At least one (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped me 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 an Administrative Officer position. Specialized experience includes: Collaborates in efforts to resolve complaints and evaluate the quality of support provided by staff. Identifies barriers to providing exceptional customer service by using customer feedback in planning and providing products and services to enhance the overall customer service Ensures that diverse functions are interfaced, and duplicative efforts streamlined or eliminated. Tracks/trends service line overtime costs, conducts analyses on potential solutions for reducing these costs. Manages all administrative processes through appropriate utilization of staff. Provides information and participates in annual reviews, briefings, and personnel management reviews. Conducts executive review of correspondence which requires the concurrence or signature of higher-level officials. Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc. Accurately preparing timecards for submission and processing Managing and balancing financial aspects of general fund control points and purchase procedures Performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards. OR Education: Have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR Combination: Have equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: Applicants wishing to receive credit for 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. NOTE: If using education or combination education with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingManages ResourcesPlanning and Evaluating 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. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Altoona , Administrative Officer, Administration, Clerical , Altoona, Pennsylvania