Administrative Officer

Summary

Serves as Administrative Officer for the Veterans Affairs Medical Center, Business Office, performing a variety of duties relating to management of administrative and human resources services. Serves as the principal advisor to the Chief of the Business Office and subordinates in the areas of office support services, budget, HR management, document control, logistics, and a variety of other administrative matters.

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Overview

• Accepting applications

• Open & closing dates

06/14/2024 to 06/24/2024

This job will close when we have received 75 applications which may be sooner than the closing date. Learn more

• Salary

$82,764 - $107,590 per year

• Pay scale & grade

GS 11

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Location

1 vacancy in the following location:

• Washington, DC 1 vacancy

• Remote job

No

• Telework eligible

Yes-as determined by the agency policy.

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent

• Work schedule

Full-time

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0341 Administrative Officer

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTF-12441419-24-DM-TeamC

• Control number

795639700

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This job is open to

• Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a "surplus" or "displaced" employee.

• Family of overseas employees

Family members of a federal employee or uniformed service member who is or was, working overseas.

• Federal employees

• Competitive service

Current or former competitive service federal employees.

• Federal employees

• Excepted service

Current excepted service federal employees.

• Individuals with disabilities

• Internal to an agency

Current federal employees of this agency.

• Land & base management

Certain current or former term or temporary federal employees of a land or base management agency.

• Military spouses

• Peace Corps & AmeriCorps Vista

• Veterans

Clarification from the agency

Open to Current, Permanent, Career/Career-Conditional Competitive or Excepted Service Employees, Veterans, Schedule A, and Status eligibles. First Priority Consideration

• Current Facility and CBOC employees. Second Priority Consideration

• VA Nationwide applicants. Third Priority Consideration

• Other Status candidates.

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Duties

Major Duties:

• Directs and coordinates all administrative functions within the Business Office. Ensures subordinate offices comply with all applicable policies and procedures. Advises the Business Office Chief on administrative matters requiring a broad knowledge of VA Medical Center missions, functions, and objectives. Provides guidance and advice to all staff administrative personnel on the full range of administrative support services.

• Serves as liaison for HR matters. Provides assistance in the interpretation and application of HR management policies and procedures by maintaining a close working relationship with operating officials in the HR Office. Maintains records to ensure performance reports are completed in accordance with regulatory guidelines.

• Participates in Business Office meetings and programs. Serves as representative as required. Prepares and submits administrative reports, meeting minutes and other support documentation.

• Responsible for the review and oversight of a variety of administrative programs to include: distribution and dissemination of incoming mail to include suspense's and taskings from the Director's Office, internal controls, records management, and time cards. Ensures safety officer, fire marshal, security manager, and privacy officer responsibilities are accomplished. Conducts periodic inspections and provides advice and guidance regarding program deficiencies or areas that do not comply with regulatory requirements. Provides administrative planning and support for a variety of special and continuing programs such as: Combined Federal Campaigns, Freedom of Information Act and Privacy Act. Tasks Directorates/Staff Offices to provide a reply and/or edit responses to ensure patient issues or concerns. Ensures issues are properly addressed and have been fully coordinated.

• Ensures actions are tasked to the appropriate Director/Staff Office; negotiates prepotency issues with Directors when ownership is difficult to define or cross staff lines. Maintains suspense controls on actions. Maintains continuous liaison and communication with the Chief of the Business Office and the staff to ensure assigned actions are handled within prescribed time limits and that responses conform to procedural and substantive requirements.

• Manages the overall supply needs, services, material movement, real property, and budget for the Business Office. Responsible for budget formulation, justification, and execution. Establishes and maintains manpower and financial records/controls necessary to monitor resource execution. Knowledge of the budget process is required. Recommends and submits changes to the Table of Distribution and Allowances coordinating with the Resource Management Office to ensure funds availability. Serves as hand receipt holder.

• Provides administrative support services. Personally addresses inquiries, correspondence, and actions for the area of responsibility. Develops replies to correspondence on a wide variety of subjects (thank-you letters, congratulatory letters, employee related correspondence, information papers, inquiries, etc.) requiring good writing skills, tact, sensitivity and a thorough understanding of the Medical Center philosophy and objectives.

• Reviews and evaluates completed staff actions (memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. As required, contacts the originating office to recommend changes, etc. before documents are forwarded to the Director or Designee. The incumbent must be capable of articulating the reasons for changes to department Directors and senior staff in order to facilitate timely and accurate revision.

Work Schedule: Monday

• Friday, 7:30 am

• 4:00 pm

Telework: 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/PD24131O

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

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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, 06/24/2024.

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.

GS-11: 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 Federal service that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties and that is typically in or related to the work of this position. Specialized experience includes: managing a variety of administrative operations, processes, and workflows; interpreting and developing administrative policies, standards, and controls; assessing and coordinating a variety of support services, resource and management needs; performing a range of human resources and personnel management functions; and managing the budget, budget process and funding requests/needs;

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a 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, in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position;

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate education, as described above, which meets the total qualification requirement for the GS-11 grade level. The total percentages must equal at least 100 percent. The education portion must include graduate courses in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

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

• Administration and Management

• Communication

• Data Management

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. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required.

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: 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/.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

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.