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
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.
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.
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.
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.
Occasional travel - You may be expected to travel for this
0341 Administrative Officer
Conditions of Employment
- You must be a U.S. Citizen to apply for this job
- Selective Service Registration is required for males born after
- You may be required to serve a probationary period
- Subject to background/security investigation
- Selected applicants will be required to complete an online
To qualify for this position, applicants must meet all
requirements by the closing date of this announcement,
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)
You may qualify based on your experience and/or education as
- 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
- 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
For more information on these qualification standards, please
visit the United States Office of Personnel Management's website at
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:
Note: If your school has changed names, or is no longer in
existence, you must provide this information in your