Summary This Administrative Officer position is located at the Northern Arizona VA Healthcare System in the Office of Community Care (OCC) performing all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility. Responsibilities This purpose of the Administrative Officer position in the Office of Community Care is to direct and perform all administrative functions within the assigned clinical organization. Major duties of the position include but are not limited to: Provides financial information and analysis to leadership. Responsible for keeping the service's revenues and spending in balance through sound advice dedicated to budget and financial management on a day to day basis to the Chief of the service line. Develops the need for and maintains an awareness of available resources and makes recommendations to the Facility Office of Community Care Service Line Manager/Chief and Executive Leadership regarding needs, distribution or redistribution of these resources. Discusses adjustments in spending and possible reprogramming with Chief and supervisors, applying knowledge of the policy framework relating to adjustments of funding levels as the budget period moves along. Major participant in space and equipment utilization programs management. The incumbent ensures the maintenance of the service's equipment inventory list (EIL). Prepares report to topics including but not limited to clinic utilization, clinic space utilization, access, equipment management, patient experience, and process improvement. Assists with internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. Coordinates and tracks responses to inquiries, action items, and other requests of the service to ensure a timely submission. Incumbent serves as key figure in manpower utilization program assuring recruitment and retention within approved ceilings are maintained. Provides personnel management and administrative support to all VA Community Care staff. Acts as a liaison with the human resources office, coordinates personnel actions, recruitment, maintains personnel related records such as on performance ratings, position descriptions, awards, etc. Performs and makes recommendations for the full range of human resources requirements, including (MSS), data management and administration functions related to the activities of the Sections: outpatient medical, outpatient dental, non-institutionalized care (NIC), emergency/inpatient, that make up the Community Care Service. Serves as back-up timekeeper for service line. Participates in developing both long and short-range policies and plans for the organization by coordinating the administration needs of the organization(s). Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). Performs all other duties as assigned. Work Schedule: Monday through Friday; 08:00AM to 04:30PM 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 (Community Care)/PD13658O 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, 09/16/2024. 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-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: 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: creating reports; coordinating and scheduling meetings; submitting requests/work orders using a computer; providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word process, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget spreadsheets which are used in briefings; accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; collecting compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. OR, Education: Applicants may substitute education for the required experience. 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 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.. 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 first year (18 semester hours) to qualify for the GS-09 level. You will be rated on the following Competencies for this position: Administration and Management Communications Financial Management Personnel and Human Resources Planning and Evaluating 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. Occasionally, light physical effort may be required, such as that involved with walking, stair climbing, and carrying of light office items. Manual dexterity is required in operation of a calculator and/or other office machines. Employee may need to walk across campus for meetings or to meet with individuals regarding work related matters. The work is performed in an office setting which require normal safety precautions typical for offices and meeting rooms. The work area is adequately lighted, heated, and ventilated. 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 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.