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Administrative Officer

Department of Veterans Affairs
Veterans Health Administration
This job announcement has closed

Summary

The Battle Creek VA Medical Center is recruiting for an Administrative Officer. The Administrative Officer will function under the Prosthetics Service.

Overview

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Hiring complete
Open & closing dates
03/15/2023 to 04/05/2023
Salary
$57,118 to - $74,250 per year
Pay scale & grade
GS 9
Location
1 vacancy in the following location:
Battle Creek, MI
1 vacancy
Remote job
No
Telework eligible
No
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
None
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
CBSR-11879088-23-MAR
Control number
712922400

This job is open to

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Clarification from the agency

First Area of Consideration (Facility Employees) - Current, permanent Battle Creek VAMC employees. Second Area of Consideration (Other VA Employees) - Current, permanent Department of Veterans Affairs Employees (VA employees who are located somewhere other than the Battle Creek VA Medical Center). Third Area of Consideration (Other Federal employees) - Federal employees in an Agency other than the Department of Veterans Affairs.

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Duties

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Major duties of your position will include, but are not limited to:

  • Advise service managers, 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.
  • Conduct annual review and updating of position descriptions and prepares organizational charts and functional structure for review.
  • Prepare and/or assist supervisors in preparing position descriptions, functional statements, and ongoing performance data with performance standards including maintaining the electronic databases for human resources process support and survey compliance.
  • Informs employees concerning training requirements and tracks to completion.
  • Prepare justifications and requests for the Position Management Committee for recruitment and filling of existing positions, establishment of new positions, restructuring of positions, etc.
  • Review personnel action requests and works with Human Resources Management Service through the recruitment, interviewing and selection of employees.
  • Coordinate award programs, identifies training needs, maintains training records.
  • Identify areas for process improvement and process redesign initiatives, conducting quality assurance reviews/evaluations and documenting results in formal reports.
  • Utilize established measures and/or develop internal metrics to measure and analyze program functioning and success.
  • Conduct ongoing preparatory planning, compliance reviews and audits in conjunction with the Chief Prosthetics Service to assist in ensuring the sections are operating at optimum effectiveness/efficiency and is in compliance with all applicable laws, rules, regulations, directives and procedures of the VA, The Joint Commission, OIG, CARF and other regulatory bodies.
  • Review budgetary and procurement processes and recommend procedures to be implemented within the service and with affected services (Logistics, Contracting and Fiscal) to meet changing demands, improve cost effectiveness, and improve timeliness of procuring supplies and services.
  • Review and manage Managerial Cost Account (MCA) workload and Invoice Payment Processing System (IPPS) as needed.
  • Incumbent may serve as a Control Point Official or facilitate orders as a liaison for other procurements including preparing packages for equipment and related supplies.

Work Schedule: 80 hours bi-weekly, Monday - Friday, 8:00am - 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD918480
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, 04/05/2023.

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. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Establishes internal procedures regarding deadlines, progress reports and directives, Prepares, edits and archives all official correspondence requiring signature or approval, Provides advice to staff and supervisors regarding human resources procedures, laws, regulations and policies, Advises supervisors/managers on budgetary and finance issues, Provides expert advice on procurement issues, Participates in reviewing needs, plans, and goals to develop budget data and justification for review and approval, Executes and monitors balances of fund control points, Monitors performance, suspense actions and ensures issues are resolved, Interprets administrative policies, developing local polices, defining administrative requirements, and/or providing advice, and Prepares presentation materials related to financial, space, and equipment programs..
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 degree 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. .
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 level.
You will be rated on the following Competencies for this position:
  • Auditing
  • Compliance
  • Contracting/Procurement
  • Customer Service


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 physical demands for this include mostly administrative tasks. The position is located in a busy office environment with possibly a shared office. It requires sitting, walking, bending, and carrying light items (usually 30 lbs. or less). This position supports services in other areas of the facility so does entail daily walking and steps or ramps to obtain and deliver documents. He/she is expected to appear professional, controlled, and tactful during encounters throughout the facility. The incumbent needs to be approachable to Veterans, families, and other staff members.

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.


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.

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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