AddressSummary The Albany VA Medical Center is recruiting for an Administrative Officer to the Executive Office for a variety of complex administrative management services and related perspectives essential to operations. Areas of responsibility include financial, resource, personnel, property management, management analysis, administrative program management, data processing and reporting, procurement, strategic planning, special assignment work and as a Coordinator with the VISN Administrative Staff. Responsibilities Duties include but are not limited to the following: Personnel Administration and Management Performs the full range of personnel management and administration for a small organization with varied functions and activities. Acts as the liaison with the human resources office concerning personnel-related matters. Provides advice and assistance to staff concerning Federal and agency personnel processes and procedures. Assist managers and staff in projecting staffing needs, writing position descriptions, developing job analysis, preparing performance plans and appraisals, processing training requests and drafting disciplinary and adverse actions. Budget/Financial Budget formulation, justification, and execution; financial management; and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. Briefs executive leadership of schedules and data requirements. Participates with executive leadership in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Prepares budget package for submission to the budget office and responds to all questions as needed. Administrative Management Interpreting administrative policies, developing implementing local policies, defining administrative requirements, and/or providing advice to top management on related issues. Performs administrative management requirements with varied functions and activities. Applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paper work Procurement/Contracting Manages procurement and contracting for the Executive Office. This may include preparing procurement requests, evaluating proposals for work, acting as a COR for procurements, and/or maintaining procurement and contracting records. Prepares and reviews purchase orders for supplies and non-expendable property such as equipment necessary to the effective functioning of the Executive Office. Exercises authorizations for obligation and expenditure of funds. Performs other duties as assigned. Work Schedule: Monday - Friday (7:30am - 4:00pm) 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/PD19817O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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, 02/21/2024. 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-11 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 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: knowledge and skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration; knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations; planning and organizing a project plan, estimating costs, coordinating with staff and line management personnel, and conducting all phases of the project; gathering information, identifying and analyzing issues, and developing recommendations to resolve substantive problems of effectiveness and efficiency of work operations in a program or program support setting; complete reports and recommendations influence decisions by managers concerning the internal administrative operations; applies and adapts guidelines to specific problems for which guidelines are not clearly applicable. 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. B. or J.D. if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Auditing Flexibility Leadership 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 slight physical effort may be required. Work Environment: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. 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 The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. 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.
