Summary The Albuquerque VA is currently recruiting for one (1) Administrative Officer to work in Pathology and Laboratory Medical Services (PALMS). The purpose of this position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, HR Management, budget and finance, management/program analysis, office support, document control, logistics, and a variety of related administrative matters in support of a complex medical facility. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Duties included and are not limited to: Oversee a variety of Pathology and Laboratory Medicine Service administrative programs under the direction of the Laboratory Manager and Service Chief. Prepare executive meeting minutes, laboratory inspections, interpreting, developing or implementing PALMS administrative policies, defining administrative requirements, the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, timekeeping and fund control point activities, and providing advice to PALMS leadership on related issues. Review and evaluate completed staff actions (memos, reports, studies, fact sheets, information papers, personnel requests) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Implement facility and PALMS administrative policies and procedures. Propose improvements to administrative directives and policies. Act as the liaison with the human resources office concerning personnel-related matters. Provide advice and assistance to Lab Manager, Service Chief and Supervisors and staff concerning PALMS personnel processes and procedures. Review, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines. Provide administrative assistance and oversight for a variety of special and continuing programs such as the Combined Federal Campaign, the Freedom of Information Act, the Privacy Act and other PALMS programs. Manage procurement, contracting, overall supply needs, services, material movement, and real property ElL for PALMS. Manage contracting and procurement for small procurements that require varying approaches. Initiate and prepares contracts to secure adequate resources to facilitate PALMS operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Prepare and reviews purchase order for supplies and non-expendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary to the effective functioning of the office. Exercise delegated authorizations for obligation and expenditures of funds. Provide assistance to the Laboratory Manager with budgeting and financial management for PALMS, between $10 - $50 million. Monitor balances, and status of projects, and recommends reprogramming of funds as needed. Review financial reports and resolves discrepancies with Laboratory Manager, Supervisors and the appropriate accounting office. 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, 7:30am-4:00pm Compressed/Flexible: Supervisor's discretion Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13616A/13493A Relocation/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, 01/24/2025. 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-09. For a GS-12 position, you must have served 52 weeks at the GS-11. 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. Selective Placement Factor: Administrative Services, including HRMS, OI&T, Supply Chain, Human Resource Management, Contracting Officer Representative Preferred Experience: COR Level II certification preferred. Administrative experience, including human resources, budget, finance, contracts, invoice management, program analysis, document control, and logistics experience GS-11: You may qualify based on your experience and/or education as described below: 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: Managing and monitoring budgets and supply needs Coordinating and facilitating the function of all services, clinical and administrative, which interface with PALMS Overseeing a variety of functions that include incoming/outgoing correspondence Records Management Maintaining comprehensive database(s) Actions related to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization Serving as the contracting officer representative by conducting all aspects of the contracting process from beginning to end 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 GS-9. GS-12: You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-11, 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 and monitoring budgets and supply needs Coordinating and facilitating the function of all services, clinical and administrative, which interface with PALMS Overseeing a variety of functions that include incoming/outgoing correspondence Records Management Maintaining comprehensive database(s) Actions related to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization Serving as the contracting officer representative by conducting all aspects of the contracting process from beginning to end There is no educational substitution at the GS-12 grade level. You will be rated on the following Competencies for this position: Administration and Management Contracting/Procurement Financial Management 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. 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 mostly sedentary. It occasionally requires carrying of light objects such as files, books and papers. 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 There is no educational substitution at the GS-12 level. 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 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.