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Administrative Officer

Department of Veterans Affairs
Veterans Health Administration
VISN 10 Human Resources Management
This job announcement has closed

Summary

The incumbent serves as the Administrative Officer within VISN 10 Human Resources, Cleveland Strategic Business Unit (SBU). The incumbent organizes and coordinates administrative data relative to required statistical reports, daily, reports, monthly reports, yearly reports and ongoing special actions. Assists in management of financial, personnel actions, logistics, budget and general administration.

Overview

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Hiring complete
Open & closing dates
09/26/2022 to 10/03/2022
This job will close when we have received 50 applications which may be sooner than the closing date. Learn more
Salary
$57,105 to - $89,815 per year
Pay scale & grade
GS 9 - 11
Location
Cleveland, OH
1 vacancy
Remote job
No
Telework eligible
Yes—as determined by the agency policy.
Travel Required
Occasional travel - You may be expected to travel for this position.
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
11
Job family (Series)
Supervisory status
No
Security clearance
Other
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Announcement number
CBJE-11662066-22-CMT
Control number
679692200

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Duties

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Program Management 25%

  • Approving official for ordering supplies, services, and equipment.
  • Assist with developing section policies and standard operating procedures.
  • Coordinates VHA network access and equipment for virtual staff member.
  • Coordinates office redesigns with various stakeholders.
Data Analysis 25%
  • Uses various applications including but not limited to: Adobe PRO, Microsoft Office Suite, Microsoft TEAMS, VHA Time 2 Hire, Alert-HR metrics, Manager Self-Service, Maximo, VATAS, VISN 10 HR Data Lake and VHA OCHCO data.
  • Designs and implements numerous data reporting systems for inputting and displaying data.
  • Generate reports to track a variety of program metrics across all VA service programs where Human Resources data is required.
  • Plans, initiates, and conducts management studies.
Reports Management 15%
  • Assists in the development of action items such as data calls, FOIA and GAO requests, HCA submittals, and congressional inquiries.
  • Serves as the records management official and is responsible for the accountability, maintenance, and disposal of records according to VA regulations.

Budget and Fiscal Administration 15%
  • Gathers and analyzes budget needs of the programs and assists in all phases of budgeting within administrative requirements.
  • Assists in the formulation of annual budget including salaries, travel, supplies, equipment, IT, and all other general operating expenses.
  • Has intimate knowledge of strategic and operational goals of organization and exercises budgetary control within those constraints.
Planning 10%
  • Recognizes the need for new policies and bring such policies to the attention of the section supervisor.
  • Makes recommendations for the development, evaluation, and modification of sections structure and systems to achieve program goals.
  • Supports special initiatives and teams tasked with process improvements and standardization
Human Resources 10%
  • Assists with personnel administration including knowledge of personnel operations including position classification, grievance procedures, performance standards, disciplinary actions, and recruitment strategies.
  • Works in collaboration with facility and HR stakeholders t organize and coordinate internal and external events such as job fairs or training sessions.
  • Plays a central role in developing and coordinating internal review systems to assure that administrative activities follow agency and regulatory requirements.

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 thru Friday, 8:00am-4:30pm ( negotiable with supervisor)
Compressed/Flexible: Available
Telework: Available. 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/PD924260
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Requirements

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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, 10/03/2022.

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-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.
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-9: Time and Grade/Specialized Experience:
Must posse one year (52 weeks) 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:

  • Interpret administrative policies, assists in the development of section policies, standard operating procedures and/or provide advice to section supervisors on related issues
  • Apply new policies, provide advice on requirements, and maintain administrative systems
  • Gather and analyze budget needs of the program and assist in all phases of budgeting within administrative requirements
  • Perform all administrative functions to include budget, supply, and equipment acquisition, manpower requirements, management and program analysis, document control and other related administrative functions as required
  • Assist with personnel administration including knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions
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 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (A transcript must be submitted with your application if you are basing all or part of your qualifications on education).
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.

GS-11: Time and Grade/Specialized Experience:
Must posse one year (52 weeks) 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:
  • Completes special projects, presentations, written/oral proposals, and detailed action plans
  • Maintains oversight and management of financial, personnel actions, logistics, and budgets
  • Perform general administrative function to include: equipment acquisition, manpower requirements, management and program analysis, and document control
  • Knowledge of using applications such as: Adobe PRO, Microsoft Office Suite, Microsoft TEAMS.. etc.)
  • Interprets administrative policies, assist with developing section policies/standard operation procedures, and provide advice to supervisors on related issues
  • Assist with personnel administration to include: position classification, grievance procedures, performance standards, disciplinary actions, and recruitment strategies
  • Respond to requests for information via the appropriate oral, printed or electronic mail response
OR,
Education: 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 must have a combination of specialized experience and education beyond.

You will be rated on the following Competencies for this position:
  • Customer Service
  • Attention to Detail
  • Oral Communication
  • Flexibility
  • Integrity/Honesty
  • Teamwork


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 in nature.

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.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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