Administrative Officer

U.S. Department of Veterans Affairs in Honolulu, HI

  • Type: Full Time
position filled

Summary

This Administrative Officer (AO) position is located in the Primary Care Service at the VA Pacific Islands Healthcare System (VAPIHCS), Honolulu, HI. The Administrative Officer position reports to the Associate Chief of Staff (ACOS) for Primary Care.

A Cost-of-Living-Allowance (COLA) of 10.28% will be added to the stated salary. COLA is subject to change at any time.

Learn more about this agency

Responsibilities

The Administrative Officer serves as a principal assistant to the Associate Chief of Staff (ACOS) for Primary Care on all matters and coordinates administrative matters with managers/supervisors in all sections of Primary Care Service to further the clinical, educational, and research missions of the Service. Major duties include, but are not limited to:

- Responsible for the formulation and execution of annual Service budget including supplies, equipment, and all other general operating expenses.
- Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts.
- Serves as Service's COTR in various service contracts; reviews contracts and makes recommendation to management for changing and/or continuing the need for contract services.
- Participates in developing both long and short-range policies and plans by coordinating the administration needs of the Service.
- Participates in the development and implementation of policies and procedures for the Service.
- Responsible for responding to VA/VISN surveys, reports, data validation, and other information requested pertaining to Service operations.
- Ensures that inventory is accomplished annually for all equipment held by Service.
- Responsible for personnel administration including knowledge of personnel operations including position classification, position description development, recruitment/staffing, grievance procedures, performance standards, and disciplinary actions.
- Serves as Fund Control Point Official for orders for supplies, services, and equipment, etc.
- Plans work to be accomplished by subordinate staff, sets and adjusts short-term priorities, and prepares work schedules for completion of work.
- Evaluate work performance of subordinate staff, giving advice, counsel, or instruction to staff on both work and administrative matters.
- Hears and resolves complaints from staff/employees and assists with fact findings and resolutions for patient complaints.
- Effects minor disciplinary actions such as warnings and/or reprimands, recommending other action in more serious cases.
- Serves as liaison with Human Resources by coordinating personnel actions, recruitment, performance ratings, position descriptions, etc.; provides advice and assistance to managers and staff concerning these processes.
- Assists Service Chief with projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, determining staff training needs, and drafting disciplinary and adverse action documents.
- Serves as Automated Data Package Application Coordination (ADPAC) for the Service and is responsible for the overall coordination of all computer information needs of all Service staff.

Work Schedule : Full-time, Monday - Friday, 7:30am to 4:00 pm
Position Description Title/PD#: Administrative Officer/PD# 2924
Telework : Not Available
Virtual : This is not a virtual position
Recruitment/Relocation Incentive: Not authorized
Financial Disclosure Report: Not required
PCS Relocation Allowances : Not authorized

Travel Required

Occasional travel - You may be expected to travel for this position to assist with management of CBOCs

Supervisory status

No

Promotion Potential

None

Help Help

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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, 01/06/2020.

    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-12 position you must have served 52 weeks at the GS-11. 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: If you have not held a GS grade at any time in the past 52 weeks (i.e., you are a Wage Grade employee), you are an exception to this rule. If you are an exception to the TIG requirement, you must still meet the below minimum qualifications for the position.

    GS-12 Grade Level Qualifications:

    Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-11) in the normal line of progression for the occupation in the organization. The below experience MUST be detailed on your resume to be found qualified for this position. Examples of specialized experience are :
  • Gathers and analyzes Service budget needs and executes general operating expenses including supplies and equipment.
  • Analyzes contracts and makes recommendation to management for changing and/or continuing the need for contract services.
  • Participates in the development and implementation of policies and procedures for the Service.
  • Serves as liaison with Human Resources to create and submit supporting recruitment documentation for all Service positions.
  • Serves as Fund Control Point Official for Service and maintains Fund Control Points (FCPs) and submits/certifies payments in invoice payment processing (IPPS) system.
  • Plans work to be accomplished by subordinate staff, evaluates work performance of subordinate staff, and gives advice, counsel, or instruction as needed.
  • Hears and resolves complaints from staff, assists with fact findings and resolutions for complaints; effects minor disciplinary measures, as needed.
  • Assists Service Chief with projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, determining staff training needs, and drafting disciplinary and adverse action documents.
  • You will be rated on the following Competencies for this position:
  • Acquisition Strategy
  • Administration and Management
  • Human Capital 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: Work is mostly sedentary; however, walking and stair climbing, bending, stooping and carrying light weight documents, folders and manuals are required. Walking throughout the Service and within the medical center is required for meetings and to evaluate patient care areas.

    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

    Applicants cannot use education to qualify for this position. All applicants must possess the specialized experience outlined above in the "Qualifications" section.

    Additional information

    Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

    The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

    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.

    This job opportunity announcement may be used to fill additional vacancies.

    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.

    For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

    If you are unable to apply online view the following link for information regarding an Alternate Application.

    Read more

    How You Will Be Evaluated

    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.

    Read more

    Background checks and security clearance

    Security clearance

    Other

    Drug test required

    No

    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process

    Suitability/Fitness

    Help Help

    Required Documents

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

  • Resume
  • SF-50/ Notification of Personnel Action


  • The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • Performance Appraisal
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action


  • SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • 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.
  • Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx. Help Help

    Benefits

    A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

    Review our benefits

    Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.


    You may be interested in these similar jobs!
    Director of Behavioral Health - Kahi Mohala, Ewa Beach, Oahu
    Sutter Health in Ewa Beach, HI

    Job Description - Director of Behavioral Health - Kahi Mohala, Ewa Beach, Oahu (KMH-1919050)Job Description KMH-1919050 Director of Behavioral Health…

    Read More
    Director of Programs
    HONOLULU BOARD OF REALTORS in Honolulu, HI

    FUNCTIONResponsible for the management, administration, and supervision of staff for the following HBR Programs: Professional Standards, Statistics, …

    Read More
    Senior Facility Security Officer
    Leidos in Honolulu, HI

    Description Be part of the winning Leidos team and use your valued experience to support the United States Army Intelligence and Security Command…

    Read More
    Executive Assistant
    HONOLULU BOARD OF REALTORS in Honolulu, HI

    FUNCTIONCoordinates administrative functions of the CEO. Responsible for Executive Services administration and operations. 25 30 hours per week.PRIMA…

    Read More
    ISSO- Information Systems Security Officer
    ManTech in J B P H H, HI

    Secure our Nation, Ignite your FutureInformation Systems Security Officer (ISSO)Duties:Provides oversight for the establishment, implementation and a…

    Read More
    Legal Assistant
    PAE in Wake Island, HI

    Supporting the Most Exciting and Meaningful Missions in the World Legal Assistant Supports the criminal and/or civil division under the program and t…

    Read More
    Associate Technical Analyst
    High Performance Systems in Honolulu, HI

    Associate Technical Analyst (1 position available)As an Associate (Jr) Technical Analyst, you will perform activities under the supervision of senior…

    Read More
    Lecturer UHM (Anthropology)
    University of Hawai'i at Manoa - College of Social Sciences - Anthropology in Honolulu, HI

    Description: Description Outreach Summer Session Term I: May 26 to July 2, 2020 Term II: July 6 to August 14, 2020 Online Classes Anth 151…

    Read More
    Counseling and Disability Services Office Manager/Financial Assistant
    Brigham Young University Hawaii in Laie, HI

    Job location: BYU Hawaii Employment Type: Full-time Posted data: 2020-01-24 Req: R0011593 If you currently have a job on campus, please use the inter…

    Read More
    Mgr., Market Compliance - Kapolei, HI
    WellCare in Kapolei, HI

    At WellCare, we are a passionate team with a strong mission and a focused purpose: to serve our members and local communities in which they live whil…

    Read More