Supervisory Administrative Officer

Department Of Veterans Affairs Lexington , KY 40598

Posted 3 weeks ago

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Duties

Summary

The Administrative Officer Primary Care provides administrative support in the management of clinical out-patient services. Primary Care is a medical and support service which includes physicians, doctoral and master's level therapists, APRNs, RNs and PSA's and must be responsive to the needs of the patients and clinicians in the management of patient care. Serves as a contact person for other VA medical centers, University of Kentucky Medical Center and heath care providers.

Learn more about this agency

Responsibilities

Responsible for the overall administrative management of the clinical service and services provided by a muli-disciplinary staff.

Serves as the report and correspondence manager for the service and ensures timely and accurate responses to local, network, and national suspenses.

Responsible for pulling monthly reports such as HEDIS and OPPE/FPPE. The incumbent will serve as the Timekeeper as well as supervision of two employees.

Responsible to respond to congressional inquiries and maintaining meeting minutes for various committees within Primary Care.

Responsible for developing regular, reliable reports for the Business Manager and top management and for recommending and coordinating any changes which enhance quality improvement. Responsible for validating and/or preparing data for reporting systems.

Responsible for maintaining knowledge of current issues in hospital administration (quality assurance requirements , risk management , etc.) and for assisting in the development of necessary policies and procedures for the service.

Must be able to resolve complex problems and to coordinate resolution with other services and individuals. Must be able to perfom this function independently with minimal reliance or guidance from the Primary Care Business Manager.

Provides support and assistance to the Business Manager for all administrative activities of the clinical service, human resource management, strategic planning and program management and evaluation, assuring that the clinical and administrative functions are integrated in order to provide optimum utilization of resources.

Involved in long-range and strategic planning for Primary Care. Assists in identifying and defining both short-term and long-range planning issues. Assists the Business Manager with the input/compiling of DSS (Decision Support System) data as changes occur within the service (labor mapping).

Responsible for getting supplies for offices as needed. Responsible for obtaining quotes, maintaining COR certification, entering equipment requests into the computer system after approval by equipment committee and forwarding information to appropriate personnel for signatures and to Acquisrtion & Material Management for procuring.

Responsible for submitting turn-ins, report of surveys for missing equipment and inventory as needed. Serves as the primary contact for individuals, both internal and external to the organization with questions or problems relating to Primary Care. As such, the incumbent must possess a specialized knowledge of national and local VA policies, procedures and practices regarding Primary Care services.

The incumbent will be expected to resolve complex problems and coordinate resolution with other services and individuals independently.

Takes care of ADPAC duties such as training , inputting NOIS calls, troubleshooting problems, requesting PKI codes and assist with training, requests Outlook exchange for employees and training, coordinating the movement of computer equipment as necessary and attending monthly meetings.

Performs immediate supervision of 1 GS-7 Program Support Assistants and 1 GS-5 Program Support Assistant. Performs any other duties assigned which are in the best interest of the service and/or patient care and deemed necessary by the Business Manager and Service Chief.

Work Schedule: Monday through Friday 8:00 am to 4:30 pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Administrative Officer/PD600117

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

Yes

Promotion Potential

None

  • Job family (Series)

0341 Administrative Officer

  • Requirements

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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, 10/08/2020.

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-9 position you must have served 52 weeks at the GS-7. 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.

Specialized Experience GS-09: 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 would typically includes, but are not limited to: Helping an administrative service run efficiently, organizing files, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing. 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 years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. 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 master's degree or equivalent graduate degree.

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

  • Performs ADPAC duties.

  • Assists with the input/compiling of DSS data as changes occur within the service and maintains organizational charts.

  • Maintains knowledge of customer service policies and strives to improve service to internal and external customers.

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, but does include walking and carrying of light items, including (but not limited to) reports, and small equipment.

Must be able to walk about the office and medical center. The work is performed in an office setting . Visits to other offices/services within the medical center may be 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.



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Supervisory Administrative Officer

Department Of Veterans Affairs