Administrative Officer

Full Job Description

This position is located at the Richmond VA Medical Center, in the Facilities Management department.

The primary purpose of this position is to serve as the Administrative Officer (AO) for Facilities Management and is responsible for developing, planning, and implementing all administrative services for the department.

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-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.

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 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, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions.

NOTE: 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..

OR, Education: Successful completion of of 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, from an accredited college or university.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

OR Combination: Equivalent combination of successfully completed graduate level education (beyond the second year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position and must have been obtained in an accredited college or university.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation..

You will be rated on the following Competencies for this position: Manages and Organizes information Budget Administration Analytical thinking Planning and evaluating Information management 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 of the position is primarily sedentary, although some slight physical effort may be required.

Work is typically performed in an adequately lighted and climate-controlled office.

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/.

Major Duties:

Duties include but are not limited to: General Administration and Analysis Researches, correlates and evaluates information and statistics from a wide variety of technical, professional and complex sources such as construction, utilities, maintenance and safety for integration into recurring and nonrecurring statistical and narrative reports (e.g.

annual real estate survey, NRM square footage report quarterly energy report). Prepares tables, charts and special presentations. Conducts studies to compare differences, insure reliability of data.

Identifies and corrects unexpected problems and makes adjustments in critical reports having a significant impact on the resources given to the Medical Center.

Conducts work flow and workload studies; prepares descriptive analysis of the data, recommending corrective action or improvements as indicated by the results.

Analyzes policies and procedures, advises, plans and implements necessary changes to insure compliance with established new and changing standards.

Design Environment Plans space requirements for support areas such as filing and storage, conference rooms, photocopying, etc.

Estimates future growth or shrinkage in space requirements and tabulates total square footage requirements for the customer.

Researches and prepares technical interior design specifications including fixtures for electrical, physical security requirements, special construction for drug storage, infection control, food service and other requirements which may affect the cost of renovations or construction.

Personnel Administration Responsible for the effective administration of the Engineering personnel programs, coordinating with all levels of personnel management in the review of operating needs.

Advises the Chief Engineer on structure of the organization, matters of career development, morale, productivity, training, and education.

Assists in evaluating and writing position descriptions, performance standards and job requirements by review and analysis of the workflow required skills, supervisory relationships and study of similar positions in both the public and private sectors.

Initiates and follows through on all personnel actions to ensure management principles and practices are implemented.

Responsible for facilitating recruitment for all positions by working with businesses and educational institutions both on a local and national level with emphasis on hard-to-fill positions.

Responsible for the coordination and implementation of the annual performance evaluation program and the annual review of position descriptions.

Assists supervisors with position descriptions and performance standard rewrites and assures timely and accurate submissions.

Training Program Administration Responsible for the development and oversight of training/development program.

Develops and maintains a comprehensive training plan for all employees to include individual development plans for all supervisors and status reporting systems.

Facilitating implementation by aggressively investigating and pursuing training opportunities, obtaining funding and advising management staff and employees on procedures to be followed and implemented to obtain specified short and long range goals and levels.

Resolves issues and problems regarding funding, scheduling and attendees. Establishes priorities and funding sequences.

Quality Assurance Works to ensure compliance with JCAHO, OSHA, Federal, State, Local and Medical Center regulations.

Drafts Medical Center policy and procedure documents relating to Engineering areas of concern. Reviews and analyzes return comments and finalizes the documents for publication.

Prepares memoranda and written reports for top management briefings, finalizes by incorporating comments and all required documents.

Equipment Program Administration Responsible for maintaining an up-to-date and accurate inventory of non expendable equipment control by means of coordinating with supervisors and supply management officials to insure all overages and shortages are identified and corrective action is taken.

Analyzes equipment needs and advises on replacement and additional equipment needs. Initiates a priority listing.

Work Schedule: Full-Time; Monday-Friday 8:00 am - 4:30 pm Telework: AD-HOC Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD023180 Relocation/Recruitment Incentives: Not Authorized