Summary The incumbent directly assists the Service's Chief with the management of the operations of the Service; advises on and implements actions to ensure administrative requirements are met in such areas as budget and fiscal management, supplies and equipment management, contract management (must maintain Contracting Officer Representative [COS] certification), human resources management, strategic planning, and program evaluation. Responsibilities Major duties include but are limited to: Oversees a variety of administrative programs, including the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Directs administrative support services to ensure that inquiries, correspondence, and actions for the area of responsibility are addressed appropriately; develops information papers and correspondence on wide variety of administrative functions. Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a brief, clear, and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. Implements administrative policies and procedures for facility-wide areas of responsibility; proposes improvements to administrative directives and policies. Discusses pertinent issues with operating personnel to determine the impact on new or revised guidance on current operations. Provides advice and guidance on the interpretation and application of administrative directives and instructions. Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses. Advises management officials, supervisors, and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas. Performs coordination and prepares reports with findings and recommendations based on management and administrative considerations. Completes labor mapping and certification needs in support of managerial cost accounting and decision management for clinical service. Work Schedule: Monday - Friday 8:00am - 4:30pm. Potential for WHEN hours if directed by Facility Leadership, VISN, or National for special projects. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD10968-0 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/29/2024. 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-11 position you must have served 52 weeks at the GS-9. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience reviewing and evaluating completed staff actions (memos, reports, studies, fact sheets, information papers) for overall quality of the document; experience planning and conducting management and quality improvement studies and analyses facts, develops plans, and performs coordination of quality initiatives for administrative and clinical staff; experience preparing reports with findings and recommendations based on management and administrative consideration; experience providing timekeeping duties; experience assisting managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, drafting disciplinary and adverse actions, responding to grievances and bargaining request and handling other labor relations issues; experience providing advice to management and program personnel on budgetary and finance issues; experience preparing procurement requests, evaluation proposals for work, acting as a COR for procurements and/or maintaining procurements that requires varying approaches; experience initiating and preparing contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications and communicating both orally and in writing with Contract Officers and vendors. (NOTE: Such experience MUST be well represented within your resume. Failure to do so will results in a Non-Qualification Determination). -OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.. 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 graduate education in excess of the amount required for the next lower grade level.. Preferred Experience: Administrative experience in managing programs and service operations. Proficient oral and written skills. Transcribing minute meetings, drafting correspondence, data entry and database management. You will be rated on the following Competencies for this position: Administrative and Management Manages and Organizes Information Budget Administration Information Management 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. Work Environment: Work is performed in designated office areas, everyday risks and discomforts are present. There is adequate light, heat, and ventilation. Office safety precautions are required. Occasional travel is 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/. Additional Information The 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. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.