Administrative Officer

Summary

The Administrative Officer position is location within the Mental Health Service Line (MHSL) at VA Hudson Valley Health Care System (HVHCS). The purpose of this position is to provide a variety of management services essential to the operation of the Mental Health Service Line (MHSL), which include administrative, personnel, and finance management, program analysis, and performance improvement.

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Overview

• Accepting applications

• Open & closing dates

04/26/2024 to 05/02/2024

• Salary

$70,448 - $91,582 per year

• Pay scale & grade

GS 9

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Location

1 vacancy in the following location:

• Montrose, NY

• Remote job

No

• Telework eligible

Yes-as determined by the agency policy.

• Travel Required

25% or less

• 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)

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

CARZ-12392247-24-DC

• Control number

788542700

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This job is open to

• The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

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Duties

• THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*

Duties include, but are not limited to, the following:

• Drafting policies and plans in accordance with established Mental Health directives.

• Interpreting and tracking provider workload, accesses and operational cost. Prepares detailed reports for Department leadership.

• Conducting meetings with administrative personnel to ensue consult timeliness and scheduling compliance.

• Conducting portions or phases of cost effectiveness studies for clinical and administrative programs.

• Tracking and compiling data for timely completion of action items.

• Reviewing clinic profiles with providers on a regular basis and adjusting clinic profiles accordingly.

• Creating clinic profiles for new clinics and canceling clinics when necessary.

• Consults with and provides education, guidance, and technical advice to all service line staff regarding scheduling, clinic profiles, and workload.

• Assisting managers with projecting staffing needs, drafting position descriptions, and preparing competencies for leadership review.

• Serves as Human Resource liaison for department to include trainee onboarding and oversight.

• Reviewing, analyzing, and interpreting incoming Human Resource requests.

• Monitoring and tracking of clinic oversight to include workload, access, cost, equipment and detailed reporting to service level leadership

• Providing input into the formulation and fiscal administration of the operational budget.

• Monitoring fund control points throughout the fiscal year and submits budget requests as needed.

• Researching equipment, inputting equipment requests, monitoring equipment inventory lists, and working with supervisors to forecast equipment needs.

• Service as a lead in developing staff in process improvement practices. Educating staff through various meetings and communication mechanisms.

• Educating staff through various meetings and communication mechanisms, leading process improvement workgroups, and documenting process improvement efforts.

• Interdepartmental and service collaboration to include guiding and instructing team members.

• Consulting with and providing education, guidance and technical advice to all service line staff regarding scheduling, clinic profiles and workload.

• Collaborating with other service lines/programs to problem solve and develop action plans to improve service delivery.

• Serving as a lead in developing staff, specifically on process improvement, to ensure efficiency.

• Representing, providing input and speaking on behalf of the Department at designated committees and taskforces; communicating the views and consensus of the service lines/programs, outside agencies, visitors when appropriate.

• Performs other duties as assigned.

Work Schedule: Monday

• Friday, 8:00 am

• 4:30 pm

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not Approved

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.

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 at the GS-9 level, you must meet one of the following:

Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service that has given you the particular knowledge, skills and abilities required to successfully perform the duties of an Administrative Officer, and that is typically in or related to the work of the position to be filled. Specialized experience is experience providing a variety of administrative management services essential to the direction and operation of a department or organization pertaining to budget/fiscal management; human resources/personnel management; procurement and contract administration; ensuring compliance with established policies, practices and procedures; and analyzing and measuring the effectiveness of program management and business operations. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

• OR-

Education: Successfully completed 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., J.D., if related, that demonstrates the knowledge, skills and abilities necessary to do the work of the Administrative Officer position. This education must have been obtained in an accredited in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

• OR-

Combination: Equivalent combinations of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses that demonstrates the knowledge, skills and abilities necessary to do to the work of the Administrative Officer position. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

You will be rated on the following Competencies as part of the assessment questionnaire for this position:

• Administration and Management

• Budget Administration

• Communications

• Personnel and Human Resources

IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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.

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; religious; 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.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. Travel to other sites is common via POV, GOV or VA shuttle. A fair amount of walking/mobility is required to execute the job responsibilities. Light lifting usually in the form of binders, office materials or portable electronics. Work is typically performed in an adequately lighted and climate-controlled office. Typically, the employee sits comfortably to do the work. However, there will be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile to distant locations, etc. No special physical demands are required to perform the work. May require occasional travel.

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

IMPORTANT: 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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov).

Additional information

Receiving Service Credit for 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. For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (914) 737-4400.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. 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.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

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.

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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. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

Your responses to the assessment questionnaire will be reviewed along with the information provided in your resume and supporting documentation to determine if you are qualified for the position. If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your rating may be lowered and/or you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

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.

Candidates who apply under All U.S. Citizens announcements will be rated and ranked using Category Rating procedures. Qualified candidates will be assigned to a quality category. The categories are defined as follows:

• Best qualified - applicants possessing experience that substantially exceeds the minimum qualifications of the position including all selective factors, and who are highly proficient in all requirements of the job and can perform effectively in the position;

• Highly qualified - applicants possessing experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the requirements of the job;

• Well qualified - applicants possessing experience that meets the minimum qualifications of the position including all selective factors, and who are proficient in some, but not all, of the requirements of the job; and

• Qualified - applicants possessing experience and/or education that meets the minimum qualifications of the position including all selective factors.

Application of Veterans' Preference: Category rating and selection procedures place those with veteran's preference above non-preference eligibles within each category. Preference eligible applicants that meet the eligibility and qualification requirements and who have a compensable service-connected disability of at least 10 percent are listed in the highest quality category (except when the position being filled is scientific or professional at the GS-09 grade level or higher).

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.