Administrative Officer

Summary

This position serves as the Administrative Officer for the within the VA Health Care System with administrative responsibility, accountability and oversight for the Social Work Service programs and activities.

Duties

Serves as the Administrative Officer (AO) for the Social Work Service (SWS) at the VA Sierra Nevada Health Care System, providing comprehensive administrative oversight, accountability, and coordination for the service across the entire health care system. Key responsibilities include managing the service's budget and finances, maintaining files, databases, and records, and coordinating activities and communication to support departmental operations. The AO is also responsible for tracking human resource actions, procurement, contracting, and performing various administrative functions. The AO serves as a resource in planning, reviewing, and revising policies and procedures that impact patient care and service operations, and acts as a liaison between the SWS Chief and various stakeholders, including Chiefs of other services and Veterans Integrated Service Network (VISN) and VHA facilities on administrative matters. The AO advises on the resources required to meet program objectives, addresses human resource issues, and represents the service on various committees. The AO analyzes workload data, resource allocation, and program effectiveness. The AO supports planning efforts to implement new directives, Standard Operating Procedures (SOPs), and policies within SWS. Responsibilities also include establishing administrative controls to ensure proposed remedial actions are completed as planned. The AO tracks all suspense items directed to SWS to ensure their accurate and timely completion. Duties include managing correspondence, preparing reports, memoranda, and meeting minutes, and coordinating reporting mechanisms between services. AO serves as the primary resource regarding policies and procedures in timekeeping and clerical administration. Manages office supplies, property, and office space moves involving SWS, and handles unusual requirements for supplies and property. Periodically, the AO takes inventory of all equipment and property, resolves discrepancies, and prepares documentation for accession and de-accession actions. Supports operations by collaborating with other service lines to achieve desired outcomes. Reviews labor mapping, ensuring accurate labor hours and product costs are reflected in National and VISN level reports. Services distribute their employees' labor time to various Account Level Budgeter (ALB) cost centers. The AO reviews RVU's with the ACOS to ensure accurate measurement of time and resources for productivity reporting. Ensures time and attendance requirements are met by SWS staff and troubleshoots technical problems with software packages and hardware. The AO provides user support for automated management information systems, including VISTA and CPRS, and coordinates with IT for troubleshooting and submitting work orders. Develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels and that the Service operates within authorized budgets as directed. Maintains a system of internal controls that assures that the fiscal management of Social Work Service is maintained in accordance with accepted accounting practices. The AO supports the Chief of SWS in a wide range of human resource management tasks, including recruitment, promotions, awards, staff disciplinary actions, and providing administrative and managerial assistance to support staff. The AO administers and manages all facets of personnel activities within the department. This includes recruiting, promoting, reassigning, and handling disciplinary actions. The AO generates and ensures the accuracy and adequacy of necessary documentation, alerting supervisors and employees when further action is needed. The AO prepares and submits personnel action requests, manages referral lists, and guides supervisors on their responsibilities, hiring, interviewing procedures, and selection documentation. The AO also assists in developing skills matrices and interview questions to better refine the hiring process. Manages, monitors, and provides regulatory guidance on all personnel actions, organizational structures, and position management for the Service. AO reviews personnel and distribution changes, implement reporting procedures, and conducts onsite surveys and studies to analyze the organization's structure, mission, functions, workload, and staffing needs. The AO reviews award recommendations for proper justification, supporting documents, availability of funds, and required signatures. The position supports procurement management for SWS by preparing requests, evaluating proposals, acting as a Contracting Officer's Representative (COR), and maintaining records. Responsibilities include handling small procurements, conducting cost analyses, soliciting bids, communicating with vendors, and preparing purchase orders for supplies and equipment.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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-9. 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: GS-11 Administrative Officer: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: program management such as long term and short term policies and plans, developing goals and objectives, coordinates and analyzes internal review activities; gathering and analyzing data, making interpretations, and presenting this data in multiple formats; analyze health care issues, recommend strategy and evaluate the effectiveness of the plan for action; extensive knowledge of the missions, organizations, programs, and requirements of health care delivery systems; fiscal management, equipment accountability and space utilization, and personnel management. 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 doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., 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. You will be rated on the following Competencies for this position:-Communication-Creative Thinking-Decision Making-Administrative ManagementExperience 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; communi