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Administrative Officer

Company: Department of Veterans Affairs
Location: Big Spring
Posted on: June 12, 2021

Job Description:

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Duties

Summary

The Administrative Officer will serve as the Administrative Assistant to the Chief of Mental Health Service at the West Texas VA Health Care System, which includes community based outpatient Clinics in Abilene, Odessa, San Angelo Texas, and Hobbs, New Mexico. The West Texas VA Health Care System is affiliated with the Texas Tech University Health Sciences Center.

Learn more about this agency

Responsibilities

Budget Guidance and Administration

Develops the need for and maintains an awareness of available resources, and makes recommendations to the Chief of Mental Health Service needs, distribution or redistribution of these resources. Administers budget for several fund control points. Incumbent serves as budget and financial advisor for the Chief, Mental Health and her staff. Develops, formulates, and provides all essential data for the annual budget forecast for submission to the Chief of Mental Health, based on studies of past expenditures, knowledge of Clinical Service requirements, program plans and workload forecasts. Maintains budget control records and assures that funds are used in accordance with the operating budget. Reviews fund requests from Clinical Service staff for adequacy, completeness, and conformance with procedural and technical requirements. Exercises fund control authority and establishes internal methods of control to insure that funds are used according to operating plan. Advises Chief of Mental Health Service as to the status and availability of funds.

Direction/Long Range Planning

Develops both long and short-range policies and plans for the organization by coordinating the Mental Health Service administration needs of the organization(s) for which accountable. Participates in organization's planning process, reviews and analyzes budgetary and fiscal data Monitors expenditures and forecasts changes that require reprogramming of funds for funds assigned areas of responsibility. Reviews financial reports to assure accuracy and compliance. Prepares and assemble charts, data, reports, narrative and statistical materials that are provided for justification for the budget.

Program Administration

Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management. Administers space and equipment programs. Administers HR/Equipment/ Space Utilization Programs. Assists and informs the Chief of Mental Health on administrative policies, resource utilization and work load projections within the Mental Health Service programs. Prepares and/or assists in the initiation or revision of administrative policies in the professional services. Incumbent is responsible for personnel management functions including: recruitment, classification, staffing, employee relations, the performance appraisal process, employee awards, pay/leave administration, training, travel, EEO programs, workman's compensation, and performing necessary research related to human resources management issues. Provides ongoing training and assistance to new and incumbent personnel regarding office policies and procedures. Incumbent is designated by the Chief, of Mental Health as the responsible official for all equipment assigned to the Mental Health Service.

Due Process

Discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts. Incumbent represents management at labor management meetings, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreement. Incumbent participates in union management partnership council. Administers individual actions within the organization. Meets and negotiates with union officials to assure smooth conduct of labor relations issues. initiate ratings, awards, and disciplinary or performance-based actions. Manages employee/labor relations matters and actively supports the EEO program. Assures all personnel have been instructed in and follow operational, safety, personnel, and conduct requirements.

Accreditation Program Administration

Provides for full administration of reporting, evaluation, and fee requirements associated with the Accreditation of the organization. Incumbent fully participates in performing long-range planning for all resources. Follows established procedures to meet accreditation standards. Incumbent is responsible for initial development, monitoring and reporting on internal controls taken to eliminate or reduce the possibility of fraud, waste and abuse.

Quality/Productivity Goals

Administer the internal review, quality, and productivity initiatives for the organization. Administers quality and productivity programs for the organization.

Work Schedule: Monday to Friday 8:00am to 4:30pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD000402

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Note: This is a Non-Bargaining Unit Position.

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0341 Administrative Officer

  • Requirements

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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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/11/2021.

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 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: skill in applying analytical and evaluative techniques which identify, consider, and resolve issues or problems of a procedural or factual nature. The issues or problems deal with readily observable conditions (e.g., office or shop layout, work-flow, or working conditions), written guidelines covering work methods and procedures such as performance and production standards, and information of a factual nature (e.g., number and type of units actually produced or capability of equipment), knowledge of the theory and principles of management, organization, including administrative practices and procedures common to organizations, such as those pertaining to areas of responsibility, channels of communication, delegation of authority, routing of correspondence, filing systems, and storage of files and records. Experience using qualitative and quantitative analytical techniques such as: literature search; work measurement; task analysis and job structuring; productivity charting; determining staff to workload ratios (e.g., span of control); organization design; space planning; development and administration of questionnaires; flowcharting of work processes; graphing; and calculation of means, modes, standard deviations, or similar statistical measures. Assignments require skill in conducting interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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., if related. Note: Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. 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 a bachelors degree. You will be rated on the following Competencies for this position:
  • Budget Administration
  • Computer Skills
  • Data Management
  • Information Management
  • Manages and Organizes Information

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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

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 this grade 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Note: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Keywords: Department of Veterans Affairs, Midland , Administrative Officer, Other , Big Spring, Texas

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