Administrative Officer

Summary The Administrative Officer position is located in Health Technology Management (HTM) Service at the William S. Middleton Memorial Veterans Hospital in Madison, WI. Responsibilities The primary purpose of this Administrative Officer position is to provide administrative duties in support of Health Technology Management (HTM) Service program administration by identifying and analyzing issues and taking or recommending action using established guidelines. The Administrative Officer serves as the initial point of contact for all questions, information and problem resolution in the areas of administration such as file management, correspondence preparation, time and attendance etc. Major duties include but are not limited to: Receives and screens all telephone calls and directs communication as appropriate. Responds to routine matters independently and answers most questions using established business practices involving established policy or standard operating procedures. Assists in the annual budgeting process gathering, reviewing, verifying, and consolidating a variety of information and statistical data. Participates with service managers in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Provides advice and assistance to the Service Chief and staff concerning federal and agency personnel processes and procedures. Serves as the Timekeeper Subject Matter Expert (SME) and Payroll Liaison's point-of-contact for the Service Line. Prepares procurement requests and evaluates proposals for work. Prepares and creates tables and graphs based on statistical data for the Service Line Chief. Assists in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals and processing training requests. Work Schedule: Full-time, Monday - Friday, 7:30AM to 4:30PM 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. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PDRelocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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, 10/31/2024. 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-09 position you must have served 52 weeks at the GS-09. 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 s described below: Specialized Experience: 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: Make budget projections and recommendations regarding financial requirement considerations; Understanding of human resource and administrative requirements; Collaborating with facility partners in finding solutions to management issues that may impact positions and personnel; Make staffing recommendations and mediating solutions to disputed recommendations; Applying analytical and evaluative methods and techniques to detect, deliberate and resolve issues or problems with practices or policies; Use of computer software equivalent to Microsoft Word, Excel, Power Point, Access, Outlook and VISIO in order to in order to establish, maintain, and manipulate databases and spreadsheets. . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education leading to a master's degree or master's or equivalent graduate degree, or LL.B. or J.D. in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Communication Decision Making Information Management Problem Solving Reading Comprehension 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 and is performed by sitting, standing, bending, and stooping. The employee is required to obtain records from files, and carry files, manuals, and other light objects. Occasional travel may be required to provide support at conferences, workgroups, programs, or meetings as needed. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at 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: 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: Additional Information 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. 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.

Created: 2024-10-26