Administrative Officer

Summary This position is located at the Bruce W. Carter VA Medical Center in Miami, FL. The primary purpose of the Administrative Officer (AO) is to support high quality, accessible, cost-effective health care services within the Environmental Management Service, and to report to and assist the Chief of Environmental Management Service in all phases of administrative reports and surveys. Learn more about this agency Duties ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include, but are not limited to, the following: Personnel Administration and Management Work 25% Direct, coordinates, and oversees the work of the Office of the Chief. Serve as the rating official on evaluations of non-supervisory and supervisory employees. Make recommendations to subordinate supervisors on selections for subordinate non-supervisory positions. Make decisions on work problems presented by subordinate supervisors, team leaders, or similar personnel. Determines and implements ways to eliminate or reduce significant bottlenecks and barriers to production. Review and approve serious disciplinary actions (e.g., suspensions) involving supervisory and non-supervisory personnel. Oversee and performs the personnel management program and administrative functions and activities for the organization. Acts as the liaison with the human resources office. Assists managers and staff in projecting staffing needs, writing position descriptions. Develop job analyses, prepare performance plans and appraisals, process training requests, and draft disciplinary and adverse actions. Review, analyze, and interpret incoming requests, recommend appropriate action, or suggest appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities. Provide orientation for new staff. Financial Management Budgeting 25% with the budgeting and financial management for the organization. Provide advice to management and program personnel on budgetary and finance issues. Analyze federal budget calls, review guidelines and instructions. Participate with managers in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Prepare budget package for submission to Fiscal Service. Monitor balances, and status of projects. Reviews financial reports and resolves discrepancies with the appropriate accounting office. Establish, organize, and maintain a system of internal controls for the management of funds in allocated cost centers and funds associated with other programs. Procurement/Contracting 25% Manage procurement and contracting for the organization. Act as a COR for procurements, and/or maintain procurement and contracting records. Manage contracting and procurement for small procurements that require varying approaches. Initiate and prepare contracts to secure adequate resources to facilitate operations. Prepare and review purchase order for supplies and non-expendable property. Oversee property management. Conduct periodic surveys of equipment and property utilization Administrative Management 25% Provide and assist in the overall administrative management for the organization. Perform administrative management requirements in Environmental Management Service. Perform quality assurance work that involves systematic prevention of defects, nonconformance to directives, regulations and standards. Perform quality management activities. Monitor quality program implementation and indicators designed to prevent erroneous Transactions. Performs other related duties as assigned. Work Schedule: Monday - Friday - 7:00AM - 3:30PM Recruitment & Relocation Incentives: Not authorized Requirements Conditions of employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications GS-11: EXPERIENCE: You must one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position? To be creditable, this experience must have been equivalent to at least the GS-9 level in the Federal service. Specialized experience includes: coordinating the administrative functions of a program/project involved with planning, staffing, directing, and budgeting; gathering and analyzing data; providing resource management in the areas of supplies/space/equipment; serving as a human resources liaison; and utilizing a variety of computer applications to prepare correspondence and reports. 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. -OR- EDUCATION: Have a Ph.D. or equivalent doctoral degree or three (3) full years of progressively higher-level graduate education leading to such a degree or LL.M., if related, which demonstrates the knowledge, skills, and abilities necessary to do the work of this position? This education must have been obtained in an accredited college or university. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. (TRANSCRIPTS REQUIRED) -OR- Combination: Equivalent combinations of successfully completed graduate-level education (beyond 2 years) and experience as described above. Transcripts Required. 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 IMPORTANT: 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 Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. 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/. Note: Per "Executive Order 14251: Exclusions from Federal Labor-Management Relations Programs", this position is no longer eligible for bargaining unit participation. Expand Hide  additional information Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. 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. Opens in a new windowLearn 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.