Administrative Officer (Dental and Audiology Service)
The incumbent assists in the design, implementation, modification, and maintenance of quality management and risk management programs. The incumbent applies specialized knowledge of health care management to the planning. organization, and evaluation of the delivery of health care services to Veterans. The incumbent provides administrative leadership, consultation and technical assistance to the entire service and acts as the primary administrative support staff related to all clinical operations. The incumbent will be responsible for preparing and submitting business plans, equipment procurement packages, scarce medical and service contract procurement packages, which encompasses the input of all patient care services i.e. Nursing Service, Business Office, Quality Management, etc.). The incumbent will be responsible for preparing and submitting business plans, equipment procurement packages, scarce medical and service contract procurement packages, which encompasses the input of all patient care services (i.e Nursing Service, Business Office, Quality Management. etc.). The incumbent works closely with Fiscal Service and service level staff responsible for control points, ensuring that adequate budgets are available to support the service. The incumbent ensures plans include return on investment. The incumbent will collect data from multiple sources ensuring that precise and accurate summaries are provided for reporting, tracking/trending and Ongoing and Focused Professional Practice reviews and evaluations of and validates the data. Incumbent will track and support efforts to improve national metrics and includes data collection and reports. Data will include, but is not limited to relative value units (RVU), clinic encounters, procedures, clinic wait times, missed opportunities, external peer review, etc. Data sources include, but are not limited to, DSS, VSSC, ProClarity, Vista, and CPRS. Serves as the official timekeeper tracking the status of overtime, administrative leave, FMLA, and leave without pay for service employees. Advises the service supervisors and employees on operational and personnel issues including, scheduling leave, administrative, issues, disciplinary action, performance appraisals, position descriptions, employee counseling. Serves as the primary timekeeper for fee providers and keeps track of fee allotments and updates fee provider letters as needed. Coordinates all training/travel requests and tracks tuition and travel expenditures. Coordinates the education and training needs of the Audiology and Speech Pathology staff including preparation and coordination of all CEU requests. The incumbent is responsible for coordinating and disseminating clinical operations space needs to Facilities Management and the Space Committee, including long-term planning for future space needs. Performs other administrative tasks to include the completion of memos, meeting minutes, Power Point presentations and filing. Serves as the control point clerk and safety representative for the service. Requests and tracks work orders through support services such as IRM, SPD, and purchasing. Manages stock of administrative supplies and reorders as needed. Provides administrative supervision to the processing of Audiology students, trainees, externs and employees as well as assists in the coordination of the audiology student trainee program. Maintains applications for 4th year externs. Coordinates information with ACOS-Education for academic affiliations. Coordinates with the Business office to make sure clinic profiles are updated as needed. Prepares various weekly, monthly, quarterly, and annual reports for Dental and Audiology and Speech Pathology. Monitors all clinic activity entered into CPRS to assure appropriate credit is entered for workload. Continuously monitors clinic backlogs. Promotion Potential:
The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule:
Monday thru Friday, 7:
45 am to 4:
30 pm Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/09/2020. 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-09 position you must have served 52 weeks at the GS-07. 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. This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-11. At the GS-09 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the fill performance level of GS-11. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance. You may qualify based on your experience and/or education as described below:
Specialized Experience GS-09:
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 would typically includes, but are not limited to:
Helping an administrative service run efficiently, organizing files, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing. 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 degree or equivalent graduate degree or 2 years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., 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 or equivalent graduate degree. Specialized Experience GS-11:
You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized would typically includes, but are not limited to:
Helping an administrative service run efficiently, serve as lead to HR administrative team members, managing the Dental Service and Audiology and Speech Pathology Service line budget, organizing files, keep updates HR databases, create and present report for senior managers, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing, HR Action Suspense tracking, experience working with specific HR programs such as the All Employee Survey (AES), Workforce Planning, performance evaluation review and/or submission monitoring process; taking minutes; formulating proposed administrative directives and policies; using Microsoft Office programs at an advanced level to include Power Point; conducting feasibility analysis on administrative process and making recommendations; providing advice and/or instruction to high level managers and/or leadership; monitoring process; taking minutes; formulating proposed administrative directives and policies; using Microsoft Office programs at an advanced level to include Power Point; conducting feasibility analysis on administrative process and making recommendations; providing advice and/or instruction to high level managers and/or leadership. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level education leading to such a degree or LL.M., if related. Combination:
Applicants may also combine education and experience to qualify at this grade level. You must have a combination of specialized experience and education beyond the first two years of graduate education is creditable towards meeting the specialized experience requirement. A transcript must be submitted with your application if you are basing all or part or your qualifications on education. Preferred
Experience:
At least 3 years of recent VA Human Resources processes and systems; developing/creating PowerPoint presentations at an advanced level, knowledge of regulatory compliance of records, records disposition, and office file maintenance of a complex nature; writing standard operation procedures; use of effective vocabulary and appropriate grammar standards; use of VA LEAF system; and ability to take shorthand and type at least 40 wpm. You will be rated on the following Competencies for this position:
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 sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required. The work is typically performed in an office setting. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule:
Monday thru Friday, 7:
45 am to 4:
30 pm Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/09/2020. 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-09 position you must have served 52 weeks at the GS-07. 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. This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-11. At the GS-09 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the fill performance level of GS-11. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance. You may qualify based on your experience and/or education as described below:
Specialized Experience GS-09:
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 would typically includes, but are not limited to:
Helping an administrative service run efficiently, organizing files, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing. 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 degree or equivalent graduate degree or 2 years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., 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 or equivalent graduate degree. Specialized Experience GS-11:
You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized would typically includes, but are not limited to:
Helping an administrative service run efficiently, serve as lead to HR administrative team members, managing the Dental Service and Audiology and Speech Pathology Service line budget, organizing files, keep updates HR databases, create and present report for senior managers, arranging travel for executives, coordinating, and applying a high level of customer service. Overseeing administrative functions, greeting internal customers, answering phones, replying to emails, conducting research and compiling reports, scheduling meetings/events, superior time management, and organizational skills; assisting managers with a wide variety of administrative functions including sensitive and confidential matters; using computer systems programs such as Word, Excel, PowerPoint, etc., VISTA and electronic filing, HR Action Suspense tracking, experience working with specific HR programs such as the All Employee Survey (AES), Workforce Planning, performance evaluation review and/or submission monitoring process; taking minutes; formulating proposed administrative directives and policies; using Microsoft Office programs at an advanced level to include Power Point; conducting feasibility analysis on administrative process and making recommendations; providing advice and/or instruction to high level managers and/or leadership; monitoring process; taking minutes; formulating proposed administrative directives and policies; using Microsoft Office programs at an advanced level to include Power Point; conducting feasibility analysis on administrative process and making recommendations; providing advice and/or instruction to high level managers and/or leadership. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level education leading to such a degree or LL.M., if related. Combination:
Applicants may also combine education and experience to qualify at this grade level. You must have a combination of specialized experience and education beyond the first two years of graduate education is creditable towards meeting the specialized experience requirement. A transcript must be submitted with your application if you are basing all or part or your qualifications on education. Preferred
Experience:
At least 3 years of recent VA Human Resources processes and systems; developing/creating PowerPoint presentations at an advanced level, knowledge of regulatory compliance of records, records disposition, and office file maintenance of a complex nature; writing standard operation procedures; use of effective vocabulary and appropriate grammar standards; use of VA LEAF system; and ability to take shorthand and type at least 40 wpm. You will be rated on the following Competencies for this position:
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 sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required. The work is typically performed in an office setting. 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/.
- Department:
0341 Administrative Officer - Salary Range:
$52,905 to $83,210 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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