Summary This Administrative Officer position is in the Facilities Management Services Department at the VA Maine Healthcare System located at the Togus, ME campus location. This position is full-time at 40 hours per week. Responsibilities The Administrative Officer is responsible for making recommendations, planning, evaluating and independently performing administrative and program management duties, as delegated. Duties include, but are not limited to: Oversees the personnel management program for the service, performing or overseeing the full range of human resources requirements. Provides advice and assistance to managers and staff concerning federal and agency personnel processes and procedures. Keep managers informed on the status of personnel actions. Acts as liaison with human resources concerning personnel related matters. Assists managers in projecting staff needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Reviews, analyzes and interprets incoming requests, recommends appropriate actions or suggests alternatives based on knowledge of internal policies, budgetary constraints and work priorities. Provides orientation for new staff. Serves as training liaison for service, attends training and ensures service compliance on training matters. Provides and assists in the overall administrative management for the service. Performs quality management activities for service which include development of performance improvement activities to implement, customer service surveys, tracking and trending service performance on assigned goals, and providing recommendations to improve quality of service provided to the facility. Maintains competency folders for service. Serves as service timekeeper. Maintains meeting schedule for service, represents FMS on delegated meetings. Maintains meeting minutes for Chief, FMS. Manages procurement and contracting for the service. Initiates and prepares contracting bid packages for Contracting, performs cost analysis, develops limited source justifications, statement of needs, submits procurement packages for Contracting Officer action. Prepares documents to request new equipment and turn-in excess property. Provides assistance for the budgeting and financial management of the service. Monitors balances, status of procurement requests, and recommends reprogramming of service funds as required. Manages budget submissions, reviews existing current expenditure trends, new program needs to address changing technology and aging infrastructure. Participates with managers on service needs, plans and goals to develop annual submissions, prepares annual budget submission for Facilities Management Service. Recommends actions for the economical and efficient use of equipment by the service, provides recommendations for new equipment, changes to current inventory, and removal of obsolete equipment beyond economical repair. 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: Full Time, Monday-Friday 8:00am-4:30pm Compressed/Flexible: Not authorized Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD002250Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Notifications: This position is an AFGE Bargaining Unit position. This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. 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. 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. The grade may have been in any occupation, but must have been held in the Federal service. For a GS-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09. 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. Grade Determinations: The following criteria must be used when determining the appropriate grade assignment of candidates: You may qualify based on your experience and/or education as described below: GS-7 Specialized Experience and/or Education: One year of specialized experience equivalent to at least the next lower grade (GS 5) level in the normal line of progression for this occupation. Examples of specialized experience would typically include, but are not limited to: This is a developmental position. Serves in a staff position in the Office of the Chief, Facilities Management Service (FMS). The purpose of the position is to perform administrative functions that include budget and finance, office support services, document control, logistics, and a variety of related administrative matters. Incumbent performs developmental assignments intended to broaden skills and provide practical experience leading to progressively more complex assignments performed under progressively less supervision. Incumbent will be exposed to VHA Engineering specific processes, training on human resources recruitment procedures and performance plans, contracting officer representative (COR), administrative responsibilities of the service, etc. OR 1 full year of graduate level education OR Superior academic achievement OR Combination: Applicants may also combine Education and Experience to qualify at this level. GS-9 Specialized Experience and/or Education: One year of specialized experience equivalent to at least the next lower grade (GS 7) level in the normal line of progression for this occupation. Examples of specialized experience would typically include, but are not limited to: At this level the work will be performed with more supervision and guidance. Oversees the personnel management program for the service, performing or overseeing the full range of human resources requirements. Acts as liaison with human resources concerning personnel related matters. Provides advice and assistance to managers and staff concerning federal and agency personnel processes and procedures. Assists managers in projecting staff needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Reviews, analyzes and interprets incoming requests, recommends appropriate actions or suggests alternatives based on knowledge of internal policies, budgetary constraints and work priorities. Keeps Supervisors apprised of problems requiring Human Resources intervention. Provides orientation for new staff. Coordinates computer and ID card applications for incoming staff. Keeps managers informed on the status of personnel actions. Provides advice on resolving personnel related matters. Serves as training liaison for service, attends training and ensures service compliance on training matters. Serves as service timekeeper. Maintains meeting schedule for service, represents FMS on delegated meetings. Maintains meeting minutes for Chief, FMS. OR 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. GS-11 Specialized Experience and/or Education: One year of specialized experience equivalent to at least the next lower grade (GS 9) level in the normal line of progression for this occupation. Examples of specialized experience would typically include, but are not limited to: This is the full performance level of this position. Responsible for making recommendations, planning, evaluating and independently performing administrative and program management duties, as delegated. The Administrative Officer will also manage assigned programs within FMS. Provides personnel management, administrative management, procurement/contracting support, and budgeting/financial management support for the service. Oversees the personnel management program for the service, performing or overseeing the full range of human resources requirements. Acts as liaison with human resources concerning personnel related matters. Provides advice and assistance to managers and staff concerning federal and agency personnel processes and procedures. Assists managers in projecting staff needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Reviews, analyzes and interprets incoming requests, recommends appropriate actions or suggests alternatives based on knowledge of internal policies, budgetary constraints and work priorities. Keeps Supervisors apprised of problems requiring Human Resources intervention. Provides orientation for new staff. Coordinates computer and ID card applications for incoming staff. Keeps managers informed on the status of personnel actions. Provides advice on resolving personnel related matters. Serves as training liaison for service, attends training and ensures service compliance on training matters. Serves as service timekeeper. Maintains meeting schedule for service, represents FMS on delegated meetings. Maintains meeting minutes for Chief, FMS. OR 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 OR Combination: Applicants may also combine Education and Experience to qualify at this level. You will be rated on the following Competencies for this position: Administration and Management Contracting/Procurement Customer Service Financial Management Personnel and 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, although some slight physical effort may be required. 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 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. 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.