Duties

Summary

The Administrative Officer falls under the Community Care Service and will serve as the subject matter expert for all administrative community care processes. This position reports directly to the Community Care Medical Director.

Community Care service is comprised of numerous teams supporting Veteran scheduling and case management of Veteran care outside the VA. The service employs approximately 75 staff and manages obligations in excess of $100 million annually.

Learn more about this agency

Responsibilities

As the Administrative Offer(AO) you will plan and carry out projects to improve the efficiency and productivity of organizations and staff in administrative and clinical activities. The AO will identify, analyze, and make recommendations to resolve facility-wide problems and situations in workflow, work distribution, staffing, organizational structure, and/or administration. Also the AO will use frameworks set by national and VISN program offices to improve local processes to meet desired outcomes. Additional duties may include but are not limited to the following:

• Assist management in identifying its financial, personnel and material needs and problems;
• Collaborate with personnel specialists in finding solutions to management problems arising out of changes in work which have an impact on jobs and staff;
• Coordinate and consult with staff inside and outside of the community care service line on administrative matters;
• Responsible for getting key administrative management work done or how to obtain a variety of management services essential to the direction and operation of the service;
• Responsible for ADPAC duties, PIV sponsorship, TMS coordination, Time and Attendance, and administrative upkeep of Community Care email groups, SharePoint sites, and the CC folder on the network drive;
• Serve as the subject matter expert for a variety of program specific policies and standard operating procedures to include those from the Office of Community Care, Office of Veterans Access to Care, Health Information Management, as well as VISN and locally developed policies and SOPs;
• Prepare agenda and minutes for the monthly Community Care Committee, chaired by the Medical Director;
• Analyze complex community care data on highly specialized custom databases (in Pyramid Analytics, VSSC, Power BI) and creates custom reports and graphs to support an array of initiatives to help Community Care meet timeliness, quality and productivity goals. Analyze and mine Community Care data and create graphics, presentations and reports, in collaboration with the Medical Director, to communicate service needs, help leadership make decisions on resource allocation within Community Care and the larger Medical Center;
• Write and/or edit reports, briefings, information papers and other informational material designed primarily to report functions of the service;
• Perform general administrative services for the Medical Director, Community Care to include organizing special events such as promotion and retirement ceremonials and other team-building events;
• Assist the Medical Director in making all resource allocation decisions, including FTEE ceiling, hours of duty, salary budget, supply budget, equipment budget, space utilization, maintenance contracts, etc.;
• Provide lead administrative support to the Acting Business Operations Manager, Nursing Manager, the Administrative Supervisor (Management and Program Analyst), and the Supervisory AMSAs;
• Responsible for providing training or to arrange for the training of administrative staff members in methods and techniques to allow for timely completion of assigned tasks;
• Knowledge and understanding of management principles, practices, methods and techniques, and skill in incorporating management services with the overall administration of the Community Care Program.
• Knowledge of pertinent laws, regulations, policies and precedents that affect the use of program and related support resources, sufficient to plan an internal control system which assures the fiscal management and maintain on a sound basis in accordance with general accepted practices;
• Comprehensive knowledge of management and organizational techniques, skill in developing or modifying work methods, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes;
• Other duties as assigned.

Work Schedule: Monday - Friday 8:00a - 4:30p
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD21006O
Relocation/Recruitment Incentives: Not authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• 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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2021.

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-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:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of various VA and specific community care software programs, knowledge of statistical, financial, and data processing techniques and principles, knowledge of management and organizational techniques, Knowledge of pertinent laws, regulations, policies, analyzing a variety of data, skill in written and oral communication,Prepare recurring and nonrecurring reports and replies to correspondence in a timely matter, Perform workload management, performance improvement activities, budget and fiscal activities. 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 graduate degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M, if related. TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION.. 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 a Masters degree. (e.g.) An applicant has 9 months of specialized experience equivalent to GS-9 and 2 1/2 years of creditable graduate level education. The applicant meets 75 percent of the required experience and 50 percent of the required education, i.e., the applicant has 1/2 year of graduate study beyond that required for GS-9. Therefore, the applicant exceeds the total requirement and is qualified for the position. (The applicant's first 2 years of graduate study are not qualifying for GS-11.) TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION..

You will be rated on the following Competencies for this position:

• Administration and Management
• Customer Service
• Decision Making
• Writing

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 sedentary in nature. Typically the incumbent will sit to perform work functions, but there may be some walking, standing, reaching, stooping, bending, kneeling, crouching, or carrying light items.

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

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.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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/ .

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.

This job opportunity announcement may be used to fill additional vacancies.

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.

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

If you are unable to apply online 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.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.