Administrative Officer

Employer
USAJobs
Location
Salem, Virginia
Posted
Nov 25, 2021
Closes
Nov 30, 2021
Function
Administrative
Hours
Full Time
Duties

  • Oversees all aspects of human resources functions to include position descriptions, recruitment, employee/labor relations, training and other related activities.
  • Manages on-line certifications of contracts and labor mapping.
  • Establishes internal procedures regarding deadlines, progress reports and directives.
  • Acts as the Contracting Officers Representative (COR) to manages procurement and contracting functions for the department.
  • 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.
  • Executes and monitors balances of fund control points.
  • Participates in reviewing needs, plans, and goals to develop budget data and justification for review and approval.
  • Develops space requests and coordinate movement.
  • Monitors performance, suspense actions and ensures issues are resolved.
  • Manages budget formulation and execution for a changing budget of administrative expenses.
  • Recommends actions to ensure economical and efficient use of equipment and other property.
  • Gathers data and analyzes budget needs.
  • Evaluates proposals for work.
  • Prepares detailed procurement requests.
  • Prepares accurate personnel documentation and personnel actions.
  • Ensures performance ratings are submitted accordingly with regulatory guidelines.
  • Assists with the negotiation of business agreements and contracts.
  • Develops and keeps all position descriptions, and organizational charts current.
  • Coordinates and conducts audits and inspections.
  • Maintains procurement and contracting records.
  • Prepares necessary documents for the accession and de-accession of property.
  • Interprets administrative policies, developing local polices, defining administrative requirements, and/or providing advice.
  • Provides input into policies and action plans to ensure compliance with regulatory entities.
  • Prepares presentation materials related to financial, space, and equipment programs.

Work Schedule: 7:45 AM to 4:30PM, Monday through Friday (Eastern Standard Time)
Compressed/Flexible: Not Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD2145-O
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
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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 Department of Veterans Affairs Personnel


Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/29/2021.

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-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 (1) year of specialized experience at the GS-07 level or equivalent for this position. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. The position requires a wide range of data analysis methods in order to assess impact of actions across multiple, varied, and complex processes and systems to gauge the overall statistical and quality objectives. This includes but is not limited to combining data obtained and analyzed from integrated and non-integrated databases. This includes knowledge of the assessment and improvement of program effectiveness and the improvement of complex management processes and systems; a comprehensive knowledge of a broad range of administrative directives, policies, regulations, and precedents applicable to the administration of a complex clinical support service across the healthcare system. Possess knowledge of management analysis principles and concepts; a thorough knowledge of the medical facility mission, functions, goals and objectives; organizational structure and individual program responsibilities; and relationships with the service level organizations in order to conduct reviews and evaluations regarding medical facility operations and activities as they relate to the Logistics program. Knowledge of rules, regulations, methods, procedures and practices in a wide variety of administrative management areas (i.e., budget, finance, contracting and procurement, equipment property, human resource management, and facility space requirements). Ability to train, mentor and monitor suspense and work of staff. Skill in preparing analytical compliance reporting and other written documents which clearly present the facts, issues, recommendations, analysis and 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 two (2) full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. Education at the graduate level in an accredited college or university meets the requirements for positions at GS-07 through GS-11. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work (must have been gained in a curriculum that is qualifying for the position to be filled). One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended; OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have equivalent combinations of specialized experience and education described above that meets 100% of the requirements for this position. Equivalent combinations of education and experience are qualifying for all grade levels for which both education and experience are acceptable. Combinations of successfully completed graduate level education and experience may be used to meet total qualification requirements for the grade levels specified and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-09 and GS-11. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used). The following is an example of how education and experience may be combined. This is an example only, and is not all-inclusive: The position to be filled is an Administrative Officer, GS-0341-09. An applicant has 6 months of specialized experience equivalent to GS-07 and 1 year of graduate level education coursework directly in or related to business or public administration. The applicant meets 50 percent of the required experience but none of the required education, since he or she does not have any graduate study beyond that which is required for GS-07. Therefore, the applicant meets only 50 percent of the total requirement and is not qualified for the position. (The applicant's first year of graduate study is not qualifying for GS-09).
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Customer Service
  • Decision Making
  • Problem Solving
  • Attention to Detail
  • Information Management
  • Reading
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.

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

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 or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

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