Administrative Officer
Duties may include but are not limited to:
-Reviews and provides input on local, VISN and nationally issued regulations, policies, and reports related to ambulatory care operations. -Provides expert consultation to the Group Practice Manager on access procedures and systems to assure services provided meet nationally accepted standards that are at least equal those available in the community and are maximally cost effective. -Integrates VHA system performance measures and goals into ambulatory care system processes. -Educates staff on performance goals and implements clinic process changes to meet goals such as screening tools, medical record template changes, change in clinic schedules, etc. -Recommends and implements requirements for facility improvements including construction, renovation, and space utilization. -Responsible for coordination of daily operations of clinic services necessary to provide a continuum of care for veterans. -Serves as clinic safety officer, chairing the Clinic Safety Committee, and conducting inspections on a regular basis at all three locations, Balcones Heights Outpatient Clinic (BHOPC), the South Bexar Outpatient Clinic (SBOPC), and the Internal Medicine Clinic (IMC) at the VA Medical Center. -Coordinates with Human Resource Management Service, STVHCS on all matters affecting employee personnel actions. -Assures recruitment and retention of qualified candidates through participation or review of interviews for employment and promotion, assuring adherence to EEO policies and principles and through the application of sound merit promotion practices. -Serves as the EEO Coordinator for the clinic, ensuring that EEO policies and programs are supported fairly and uniformly administered within the clinic. -Develops both long and short-range policies and plans for the organization by coordinating the medical administration needs of the clinic. -Identifies resources according to forecast needs including fiscal, personnel, equipment, and space. -Responsible for the Equipment Inventory Listing (EIL) and monitoring equipment replacement dates; coordinating with Bio-Med for repair; coordinating equipment loans/trials; and timely and accurately completing equipment purchase PIN forms for all three geographically separate sites. -Serves as the Automatic Data Processing (ADP) Coordinator for the clinics. -Works closely with Information Management (IT) staff in developing, maintaining, and updating the clinic's annual IT Plan. -Maintains expertise in policy and processes to meet The Joint Commission and federal regulations related to ambulatory care and participates in policy development/implementation of same. -Conducts and/or coordinates actions to follow-up on regulatory, external audit, and accreditation recommendations. Work Schedule:
Monday - Friday, 8:
00a.m. to 4:
30p.m. Telework:
Available, as needed basis Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Officer/PD671-3780-O 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, 12/17/2020. 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-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. 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. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Thorough knowledge of the mission and priorities of the VHA and STVHCS. Knowledge of DoD partnership agreements, Federal Regulations, and Federal, State and Local laws; Knowledge and skill in the use of word processing, data base and spreadsheet programs in order to use computers and software to support the conducting of management studies, production of data, maintaining information in a specific manner; Knowledge of LEAN, Six Sigma, and other improvement methodologies. Applies knowledge to lead improvement teams; Knowledge of accounting as it relates to budget controls, planning and record maintenance in order to manage any control points/sub-control points assigned to the clinic; Applies knowledge to review trends and evaluate new programs or program changes to incorporate necessary amendments into budget allocations; Skill and ability to work under stressful situations with individuals from varied backgrounds while maintaining tact and diplomacy; Skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out specific actions regarding controversial issues, and gaining acceptance of or implementing new policies and concepts; Knowledge of the Privacy, Freedom of Information and Health Insurance Portability & Accountability Acts; Applies knowledge to prepare correspondence and/or to respond to public inquiries for information; Applies knowledge to develop training materials and teaching aids, to conduct formal and informal training sessions for administrative and professional staff; . Extensive experience with Microsoft, Excel and PowerPoint and an ability to use these programs; Requires expertise in analysis and the application of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex ambulatory care management processes and systems; Knowledge of space, equipment, supply, and personnel requirements to formulate efficient and effective program planning; Knowledge of The Joint Commission standards and federal regulations related to ambulatory care operations. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 to the work of the position. (Transcripts must be submitted). 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 ManagementAnalytical ThinkingBudget AdministrationLeadershipStandardsStrategic Thinking 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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.
-Reviews and provides input on local, VISN and nationally issued regulations, policies, and reports related to ambulatory care operations. -Provides expert consultation to the Group Practice Manager on access procedures and systems to assure services provided meet nationally accepted standards that are at least equal those available in the community and are maximally cost effective. -Integrates VHA system performance measures and goals into ambulatory care system processes. -Educates staff on performance goals and implements clinic process changes to meet goals such as screening tools, medical record template changes, change in clinic schedules, etc. -Recommends and implements requirements for facility improvements including construction, renovation, and space utilization. -Responsible for coordination of daily operations of clinic services necessary to provide a continuum of care for veterans. -Serves as clinic safety officer, chairing the Clinic Safety Committee, and conducting inspections on a regular basis at all three locations, Balcones Heights Outpatient Clinic (BHOPC), the South Bexar Outpatient Clinic (SBOPC), and the Internal Medicine Clinic (IMC) at the VA Medical Center. -Coordinates with Human Resource Management Service, STVHCS on all matters affecting employee personnel actions. -Assures recruitment and retention of qualified candidates through participation or review of interviews for employment and promotion, assuring adherence to EEO policies and principles and through the application of sound merit promotion practices. -Serves as the EEO Coordinator for the clinic, ensuring that EEO policies and programs are supported fairly and uniformly administered within the clinic. -Develops both long and short-range policies and plans for the organization by coordinating the medical administration needs of the clinic. -Identifies resources according to forecast needs including fiscal, personnel, equipment, and space. -Responsible for the Equipment Inventory Listing (EIL) and monitoring equipment replacement dates; coordinating with Bio-Med for repair; coordinating equipment loans/trials; and timely and accurately completing equipment purchase PIN forms for all three geographically separate sites. -Serves as the Automatic Data Processing (ADP) Coordinator for the clinics. -Works closely with Information Management (IT) staff in developing, maintaining, and updating the clinic's annual IT Plan. -Maintains expertise in policy and processes to meet The Joint Commission and federal regulations related to ambulatory care and participates in policy development/implementation of same. -Conducts and/or coordinates actions to follow-up on regulatory, external audit, and accreditation recommendations. Work Schedule:
Monday - Friday, 8:
00a.m. to 4:
30p.m. Telework:
Available, as needed basis Virtual:
This is not a virtual position. Position Description/PD#:
Administrative Officer/PD671-3780-O 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, 12/17/2020. 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-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. 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. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Thorough knowledge of the mission and priorities of the VHA and STVHCS. Knowledge of DoD partnership agreements, Federal Regulations, and Federal, State and Local laws; Knowledge and skill in the use of word processing, data base and spreadsheet programs in order to use computers and software to support the conducting of management studies, production of data, maintaining information in a specific manner; Knowledge of LEAN, Six Sigma, and other improvement methodologies. Applies knowledge to lead improvement teams; Knowledge of accounting as it relates to budget controls, planning and record maintenance in order to manage any control points/sub-control points assigned to the clinic; Applies knowledge to review trends and evaluate new programs or program changes to incorporate necessary amendments into budget allocations; Skill and ability to work under stressful situations with individuals from varied backgrounds while maintaining tact and diplomacy; Skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out specific actions regarding controversial issues, and gaining acceptance of or implementing new policies and concepts; Knowledge of the Privacy, Freedom of Information and Health Insurance Portability & Accountability Acts; Applies knowledge to prepare correspondence and/or to respond to public inquiries for information; Applies knowledge to develop training materials and teaching aids, to conduct formal and informal training sessions for administrative and professional staff; . Extensive experience with Microsoft, Excel and PowerPoint and an ability to use these programs; Requires expertise in analysis and the application of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex ambulatory care management processes and systems; Knowledge of space, equipment, supply, and personnel requirements to formulate efficient and effective program planning; Knowledge of The Joint Commission standards and federal regulations related to ambulatory care operations. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 to the work of the position. (Transcripts must be submitted). 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 ManagementAnalytical ThinkingBudget AdministrationLeadershipStandardsStrategic Thinking 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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:
$64,462 to $83,799 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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