Administrative Officer Job at Veterans Affairs, Veterans Health Administration i

Summary Truman VA Medical Center is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Responsibilities This position serves as the Administrative Officer (AO) for Environmental Management Services (EMS) reporting directly to the Hospital Housekeeping Officer (HHO) at the Harry S. Truman Memorial Veterans' Hospital in Columbia, Missouri. Major Duties and Responsibilities include: Provides for the overall administrative management for the service - serving as an administrative extension of the Hospital Housekeeping Officer (HHO) and Assistant Hospital Housekeeping Officer (AHHO), Environmental Management Service, and professional staff, explaining service policies and assisting staff in implementing them. Assists with the development and formatting of Medical Center policies and Standard Operating Procedures (SOPs); tracks policies to ensure they are updated as necessary - interpreting administrative policies, defining administrative requirements and/or providing advice to EMS management on related issues. Applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork. Reviews and evaluates guidance on various functions and procedures, identifies problem areas, and implements or recommends actions to improve procedures and increase efficiency, eliminate problems, and conform to policy requirements. Participates in regular meetings with leadership and other officials to address administrative management issues, resolve problems, and provide recommendations for correcting or improving processes and programs. Compiles information and prepares administrative reports for management briefing and sharing with work groups. Provides full staff assistance on administrative matters. Plays a key role for planning, organization, development, direction, and evaluation of medical center administration, in support of the facility, VISN, and Central Office activities. Works collaboratively with the HHO and supervisors to analyze and evaluate the efficiency and effectiveness of Environmental Management operations. Assists the HHO in assessing the effectiveness of the housekeeping and linen services provided to patients. Assists the HHO in providing leadership with findings and recommends ways to improve the effectiveness and efficiency of the service work operations. Advises the HHO regarding staffing or resource issues that may arise in housekeeping or linen services and ensures patient care is not adversely impacted. Oversees the full range of human resources requirements for the organization, performing personnel administration and management for the service through writing job descriptions, preparing job analyses, coordinating personnel. actions, maintaining personnel- related records, advising managers on personnel issues, and handling matters involving recruitment, promotion, awards, position classification, training, etc. Provides advice and assistance to managers and staff concerning agency personnel processes and procedures Serves as the Alternate Control Point Approving Official for all departmental accounts. Ensures that all expenditures are properly authorized and documented. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level (GS-11) without further competition when all regulatory, qualification, and performance requirements are met. Selection at the lower grade level (GS-9) does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday; 07:30AM-4:00PM Telework: Yes Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD100180 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, 12/02/2024. 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-9 position you must have served 52 weeks at the GS-7. 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: To qualify at the GS-9 level: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Specialized experience includes: 1) Skilled in applying analytical and evaluative methods and techniques to issues or studies concerning the efficacy and effectiveness of health care operations. 2) Substantive administrative support functions to include, facility, department and program policies, practices, procedures and controls for human resources, purchasing, supply, records management, budget, and related administrative areas to obtain and maintain the Service support services, human and financial resources, computer and office equipment, training. Education: Applicants may substitute education for the required experience. The education must demonstrate the knowledge, skills, and abilities necessary to do the work. To qualify based on education for this grade level you must have a Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or a LL.B. or J.D., if related. Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the next lower grade level. To qualify at the GS-11 level: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-9 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. Specialized experience includes: 1) Extensive knowledge of the organizational structure, missions, functions, processes, objectives, and policies of the Medical Center, VISN and VACO, including the functions and interactions of clinical and administrative services to assure full understanding of a variety of administrative support services required to accomplish the mission. 2) Knowledge of administrative concepts, principles, and practices sufficient to foresee problems and evaluate procedures/processes; knowledge of key personnel and lines of authority within the medical center to effectively manage administrative activities and the flow of information. 3) Skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems concerning the efficiency, effectiveness, and cost of program operations. 4) Ability to communicate effectively, both orally and in writing, to prepare quantitative and qualitative reports, audits, correspondence, budget statements, surveys, etc.; to present findings and recommendations; and to negotiate effectively. Education: Applicants may substitute education for the required experience. The education must demonstrate the knowledge, skills, and abilities necessary to do the work. 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 a LL.M., if related. Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the next lower grade level. You will be rated on the following Competencies for this position: Adaptability Administration and Management Attention to Detail Interpersonal Skills 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 primarily sedentary, although some 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.