Administrative Officer - Facilities Management

Summary This Administrative Officer (AO) works within the Facilities Management Service (FMS) at the Aleda E. Lutz VA Medical Center, Saginaw, MI. Responsibilities Duties include, but are not limited to: Responsible for managing the resources required to appropriately operate the service line and its programs. Liaison between the service line and Human Resources, as well as liaison between the service line and the local union. Works closely with Human Resources staff in tracking current vacancies, position descriptions, functional statements, and personnel actions. Performs timekeeping and related duties using a combination of Excel spreadsheets and the VA Time and Attendance System. Oversees the budget formulation, validation, and submission, requiring frequent contact with Facilities Management Supervisors, Program Managers, and Fiscal Service. Serves as the principal budgetary advisor to the Facilities Management Chief, Supervisors, and Program Managers in maintaining balance, efficiency, and economy of operations to accomplish programmed objectives. Will prepare or assist in the preparation of funding documents. Conducts and/or oversee annual inventories for all property owned by the service line as stated on the Equipment Inventory Lists as well as all property/assets borrowed by other service lines. Oversees internal controls such as the inventorying, distribution, and storage of tools, keys, and phones to ensure such items are well-kept, accessible, and replaced when needed. Incumbent will prepare and/or assist in the preparation of procurement packages to include all necessary paperwork, selecting the proper accounting codes, invoice processing, payment tracking, and the de-obligation of residual funding not expended. Ensure that appropriate procurement packages are submitted to Contracting on time and will verify with Fiscal Service that funding has been made available as part of the complete procurement package. Other duties as assigned. Preferred Experience: Contracting Officer's Representative certification. 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; 7:30 AM - 4:00 PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer - Facilities Management/PDand PDRelocation/Recruitment Incentives: Not Authorized 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, 11/06/2024. 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-07 position you must have served 52 weeks at the GS-05. 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: GS-07 Specialized Experience: 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: Experience with contracts, administrative experience, conduct reviews to evaluate and track due dates for compliance of regulations and policies, experience in creating reports and use of Microsoft applications. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. ). NOTE You must submit your transcripts to show you meet the education requirements. 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 specialized experience and education beyond the next lowest grade level to qualify at the GS-7 level. NOTE You must submit your transcripts to show you meet the education requirements. Education cannot be credited without documentation. GS-09 Specialized Experience: 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: Experience related to human resources (recruitment and staffing), experience with budgeting, experience tracking and coordinating internal reviews activities to help in the development of goals and objectives, experience with time-keeping. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher-level graduate education leading to such a degree, or an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. ). NOTE You must submit your transcripts to show you meet the education requirements. 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 specialized experience and education beyond the next lowest grade level to qualify at the GS-9 level. NOTE You must submit your transcripts to show you meet the education requirements. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Problem Solving Communications Critical Thinking Writing Teamwork Self Management 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: Primarily sedentary (sitting, typing, viewing monitor screens on computers, laptops, and handheld devices. However, will also require walking, climbing, bending, reaching, standing, stooping, carrying items up to 20 pounds (lbs.), and adequate hearing and speech for various communications. 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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. VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Created: 2024-11-01