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Summary Incumbent serves as the Administrative Officer (AO) for the Veterans Transportation Service (VTS). The incumbent is responsible for the coordination and monitoring of all administrative programs. The duties include coordination of surveys and reports, performance improvement activities, policy development, and other administrative functions. The AO acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy. Responsibilities VASTLHCS is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. The Administrative Officer provides substantial input into policies and action plans to ensure all Transportation services are compliant with VA Central Office (VACO), VISN, The Joint Commission (TJC) and other entities as appropriate regarding all phases of performance improvement and quality management programs. Monitors performance, suspense actions, and enforces the direction to ensure closure of issues. Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management within the division. . Reviews and evaluates guidance on various functions and procedures, identifies problem areas, and implements or recommends actions to improve procedures and increase efficiency, eliminate problems, and conform to policy requirements. Participates in regular meetings with leadership to address administrative management issues, resolve problems, and provide recommendations for correcting or improving processes and programs. Reviews new or changed policies, procedures, and regulations from VA/VHA affecting VTS, and participates in the evaluation of changes for impact in order to assess current policies, develop new or changed operating policies and procedures, and provide implementing guidance. Participates in or represents the VTS at meetings or briefings in order to gather/track information and facilitate timely execution of VTS priorities Maintains all documents necessary to meet the requirements of external reviews for the VA - ensuring that VTS meets accreditation standards for TJC and assists in preparation for various visits and inspections. Monitors corrective action and follows-up on reports necessitated by internal and external reviews. Establishes internal management control procedures to ensure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures. Schedules interviews, appointments, and meetings; and prepares reports and correspondence. Coordinates administrative duties for the Service with the support staff in each of the VTS sections, ensuring urgent matters are appropriately addressed. Reviews Medical Center Memorandums (MCM's) and VTS Guidelines to ensure they are reviewed and published before their due dates. Maintains all VTS record controls and office processes ensuring privacy compliance. Serves as the Automated Data Processing Application Coordinator (ADPAC) for VTS, responsible for setting up and reviewing all computer program access menus for VTS employees and providing assistance when programs/computers are not working correctly. Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage. Assists with management of VATAS to include employee education, weekly monitoring and oversite, and troubleshooting errors. Performs the full range of human resources requirements for the organization and acts as the liaison with the human resources office. Maintains overtime and intermittent usage reports for analysis and submission. Maintains an audit trail to ensure requested actions are accomplished in a complete and timely manner. Completes or coordinates in-processing as appropriate. Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder. Tracks and maintains the Veterans Transportation Service Equipment Inventory Listing (EIL). Assists in the preparation and review of purchase orders for supplies and non-expendable property such as equipment. Oversees property management and prepares necessary documents to accession and de-accession of property. Conducts periodic surveys of equipment and property utilization and recommends action as necessary to assure that economical and efficient use is made of equipment and other property, and other specialized equipment necessary to the effective functioning of VTS. Ensures funds are available and authorized for all purchases, reconciles monthly transactions with monthly statements, and maintains current status of credit card purchases to ensure monthly bulk funding authority is not exceeded. Serves as a COR or alternate on multiple contracts Performs other related duties as assigned. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD098340 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 09/23/2024. 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-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. QUALITY RANKING FACTOR: Contract Officer Representative (COR) Level 1 certification 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-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: coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations... OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree. . 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 Education and Training Human Resources Management Information Management Manages and Organizes Information Quality Ranking Factor 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. 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 This job opportunity announcement may be used to fill additional vacancies. 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.