Administrative Officer - Arizona

$43,683 - $107,680 yearly
  • Department of Veterans Affairs
  • Arizona, USA
  • Jan 08, 2024
Full time Admin-Clerical Executive Government Health Care Management

Job Description

  • Duties

Summary

The Northern Arizona VA Health Care System is currently recruiting for one (1) Administrative Officer to work in the Facility Management Service Prescott, Arizona. The incumbent serves as the Administrative Officer to the Chief, Facilities Management, with direct supervisory responsibility over the Administrative Staff.

Responsibilities

The incumbent directs assistance and administrative support to the Chief, and Assistant Chief of FMS, and is responsible for coordinating the attainment of pertinent service and related goals and policies. He/she coordinates, advises, and provides administrative assistance in the development, implementation, and continual compliance of the FMS programs with VHA Directives. Duties include but are not limited to the following:

    • Prepare, recommend, and facilitate the implementation of short- and long-range plans and programs for the efficient administrative operation of the service.
    • Analysis, extract, summarize, identify, interpret and evaluate significant trends and data within the service and provides the Chief/Assistant Chief a report on issues such as time and attendance, manpower utilization by section, and workload status reports.
    • Respond to requests for information or assistance in a timely fashion by personally, assisting or facilitating the accumulation of necessary expertise from other sources.
    • Provide a high degree of analytical ability and critical thinking to produce meaningful products or deliverables (e.g. spreadsheets, power point presentations, data base set ups, graphs).
    • Conduct program surveys (i.e., CAPRES, UDO, WIP, Deferred Maintenance, Environmental Liabilities).
    • Reconcile undelivered orders, provide administrative and advisory services and management, and follows all applicable laws, VHA regulations and policies regarding finances, confidentiality, and computer security.
    • Service liaison with Human Resources Management Service.
    • Coordinate all personnel actions to maintain authorized FTEE while staying within authorized salary dollars.
    • Update Service Line Manager as to FTEE/salary status and propose reallocation of FTEE and salary dollars based on monitoring workload and shifts.
    • Perform advisory service and provide administrative support to Section Managers in execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, performance appraisals, recruitment, etc.).
    • Prepare annual service budget requests for all FMS fund control points (up to $15M), taking into consideration a variety of factors to include contractual obligations, trends and anticipated further expenses.
    • Provide technical assistance in assessing problems and identifying resource needs associated with the objectives and mission of the Service.
    • Coordinate managerial decisions and operational activities within FMS and meets with selected staff to resolve problems and provide assistance and guidance.
    • Prepare and submit all resource requests to Financial Management Service and maintains close liaison with Financial Management Service to resolve issues.


Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday 8:00 a.m.- 4:30 p.m.
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD13421O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

9

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, 06/30/2021.

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-07 position you must have served 52 weeks at the GS-05. The grade may have been in any occupation but must have been held in the Federal service. 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 GS-07: In addition to meeting time in grade; You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: contributing to policy and SOP creation and/or updates, assisting Human Resources and hiring managers to compile documents needed for hiring and personnel actions, and assisting in the creation and management of the budget in assigned program areas. Or 1 full year of graduate level education or superior academic achievement (GPA 3.5)
    • Specialized Experience GS-09: In addition to meeting time in grade; 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 experience would typically include, but are not limited to managing program areas, collaborating on policy and SOP writing, working with Human Resources and hiring managers to hire and complete personnel actions, and oversee budget in assigned program areas. OR master's or equivalent graduate degree OR 2 full years of progressively higher-level graduate education leading to such a degree OR
      LL.B. or J.D., if related

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

    • Administration and Management
    • Financial Management
    • Manages and Organizes Information
    • Managing Human Resources


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.

NoteA 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 of this position is primarily sedentary, although some slight physical effort 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.

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 view the following link for information regarding an Alternate Application.

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.

Background checks and security clearance

Security clearance

Other

Drug test required.

No

Position sensitivity and risk

Non-sensitive (NS)/Low Risk

Trust determination process

Suitability/Fitness

Geoff Partridge

Qualifications

See job description