Administrative Officer

Clarification from the agency

Open only to current permanent employees of the Reno Sierra Nevada Health Care System facility.

• Serves as the Administrative Officer (AO) for the Social Work Service (SWS) at the VA Sierra Nevada Health Care System, providing comprehensive administrative oversight, accountability, and coordination for the service across the entire health care system.
• Key responsibilities include managing the service's budget and finances, maintaining files, databases, and records, and coordinating activities and communication to support departmental operations.
• The AO is also responsible for tracking human resource actions, procurement, contracting, and performing various administrative functions.
• The AO serves as a resource in planning, reviewing, and revising policies and procedures that impact patient care and service operations, and acts as a liaison between the SWS Chief and various stakeholders, including Chiefs of other services and Veterans Integrated Service Network (VISN) and VHA facilities on administrative matters.
• The AO advises on the resources required to meet program objectives, addresses human resource issues, and represents the service on various committees.
• The AO analyzes workload data, resource allocation, and program effectiveness. The AO supports planning efforts to implement new directives, Standard Operating Procedures (SOPs), and policies within SWS.
• Responsibilities also include establishing administrative controls to ensure proposed remedial actions are completed as planned.
• The AO tracks all suspense items directed to SWS to ensure their accurate and timely completion. Duties include managing correspondence, preparing reports, memoranda, and meeting minutes, and coordinating reporting mechanisms between services.
• AO serves as the primary resource regarding policies and procedures in timekeeping and clerical administration.
• Manages office supplies, property, and office space moves involving SWS, and handles unusual requirements for supplies and property. Periodically, the AO takes inventory of all equipment and property, resolves discrepancies, and prepares documentation for accession and de-accession actions.
• Supports operations by collaborating with other service lines to achieve desired outcomes.
• Reviews labor mapping, ensuring accurate labor hours and product costs are reflected in National and VISN level reports.
• Services distribute their employees' labor time to various Account Level Budgeter (ALB) cost centers. The AO reviews RVU's with the ACOS to ensure accurate measurement of time and resources for productivity reporting.
• Ensures time and attendance requirements are met by SWS staff and troubleshoots technical problems with software packages and hardware.
• The AO provides user support for automated management information systems, including VISTA and CPRS, and coordinates with IT for troubleshooting and submitting work orders.
• Develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels and that the Service operates within authorized budgets as directed.
• Maintains a system of internal controls that assures that the fiscal management of Social Work Service is maintained in accordance with accepted accounting practices.
• The AO supports the Chief of SWS in a wide range of human resource management tasks, including recruitment, promotions, awards, staff disciplinary actions, and providing administrative and managerial assistance to support staff.
• The AO administers and manages all facets of personnel activities within the department. This includes recruiting, promoting, reassigning, and handling disciplinary actions. The AO generates and ensures the accuracy and adequacy of necessary documentation, alerting supervisors and employees when further action is needed.
• The AO prepares and submits personnel action requests, manages referral lists, and guides supervisors on their responsibilities, hiring, interviewing procedures, and selection documentation.
• The AO also assists in developing skills matrices and interview questions to better refine the hiring process.
• Manages, monitors, and provides regulatory guidance on all personnel actions, organizational structures, and position management for the Service.
• AO reviews personnel and distribution changes, implement reporting procedures, and conducts onsite surveys and studies to analyze the organization's structure, mission, functions, workload, and staffing needs.
• The AO reviews award recommendations for proper justification, supporting documents, availability of funds, and required signatures.
• The position supports procurement management for SWS by preparing requests, evaluating proposals, acting as a Contracting Officer's Representative (COR), and maintaining records. Responsibilities include handling small procurements, conducting cost analyses, soliciting bids, communicating with vendors, and preparing purchase orders for supplies and equipment.

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.

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-9. 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:


GS-11 Administrative Officer:

• 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: program management such as long term and short term policies and plans, developing goals and objectives, coordinates and analyzes internal review activities; gathering and analyzing data, making interpretations, and presenting this data in multiple formats; analyze health care issues, recommend strategy and evaluate the effectiveness of the plan for action; extensive knowledge of the missions, organizations, programs, and requirements of health care delivery systems; fiscal management, equipment accountability and space utilization, and personnel management. 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 a master's degree.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Next steps