Total 3 administrative clerical job vacancies in White City, Oregon

Major duties include but is not limited:

• Develop and execute all business operations and administrative functions within the BHSL and its diverse programs.
• Provide support, guidance, and training to leadership as well as front-line staff on administrative issues.
• Develop, implement, maintain, apply, and continuously improve infrastructure (processes, policies, tools, etc.) for effectively managing administrative operations within the service.
• Responsible for monitoring the Service's performance on business and administrative functions regarding quality, efficiency, effectiveness, and patient satisfaction; to identify opportunities for improvement; and to design and carry out improvement initiatives when opportunities are identified.
• Develops, gathers, collates, manages, analyzes, interprets data regarding the Service's operations.
• Conducts robust business analyses of proposed courses of action (feasibility studies, business case analyses, make/buy analyses, risk assessments, etc.) and uses these to inform business decisions and to advocate for resources.
• Primary point of contact and technical subject matter expert on VA performance measures for which the Service has primary responsibility.
• Developing and interpreting guidance on Behavioral Health business operations.
• Manages quality assurance and compliance initiatives for the Service and its programs.
• Provides administrative expertise and support to program coordinators in their duty to maintain compliance with accreditation standards established by the Joint Commission, the Commission on the Accreditation of Rehabilitation Facilities (CARF), and other relevant regulating bodies.
• Directs administrative projects and develop tools or reports through delegation of subordinate administrative staff.
• Monitors quality controls and data validation on products produced from Behavioral Operations Department staff.
• Sets workload goals and timelines for completion.
• Uses technical expertise and advanced informatics experience to train and assist staff overcome administrative challenges.
• Independently develops, plans and carries out the projects through delegation to subordinate administrative staff and selects the approaches and methods to be used in solving problems according to a broad understanding of the BHSL objectives, priorities and deadlines.
• Manage the Service's multi-million-dollar budget, monitoring expenses, tracking budget execution functions, analyzing, and forecasting funding requirements, identifying cost saving opportunities, preparing budget proposals, and advocating for needed resources.
• Provides ACOSBH and program coordinators with continuous appraisal of the utilization and status of fund control points assigned to their programs.
• Serves as an Approving Official for Government Purchase Card acquisitions.
• Monitors contract performance and serves as the primary Contract Officer (COR) for the service.
• Responsible for planning and organizing the administrative work of the assigned section, estimating costs, coordinating with staff and line management personnel, conducting all phases of the work and resolving problems independently in accordance with applicable precedents and his/her independent assessments of the needs of the Service Line and sections/departments.
• Responsible for managing service-level resources and providing oversight of the management of program-level resources by program managers and coordinators.
• Manages the Service's physical resources, including equipment, vehicles, and physical space assigned to the Service.
• Studies and conveys to leaders within the Service, facility, and VISN, the administrative impact of proposed changes to policies, strategic goals, and other initiatives.

Major duties include but is not limited:

Administrative Management

• Manages the overall leadership and direction of the Facilities Management Service (FMS) administrative section.
• Serves as the principal advisor on all administrative management matters associated with the service programs and operations, including collaborative efforts with other clinical and nonclinical services.
• Supervises one GS-0503-06 Budget Technician; one GS-0303-05, Program Support Assistant; one WG-5703-06 Motor Vehicle Operator, and one GS-0303-06 Administrative Support Assistant.
• Use extensive knowledge and skill in carrying out administrative functions for a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, administrative laws, policies, regulations, and precedents applicable to the administration of local, regional, and national programs.
• Compiles statistical data and performs analyses as required by the Chief, other services, and SORCC management such as shop statistical work order data to track trends and spikes, trend overtime, customer satisfaction, turn ins and other items.
• Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews.

• Oversees FMS fiscal activities. Reviews the annual budget submission and justification prepared by the Budget Technician and makes recommendations to the Chief. Responsible as the Approving Official for the IFCAP budget control system in FMS.
• Develops, establishes, and oversees methods to forecast annual budget/costs (approximately $2.5 million), and implements cost effectiveness and efficiency in all activities, to arrive at lower expenditures and resulting in improved budget estimates.
• Provides advice to management and program personnel on FMS finance issues.
• Manages budget formulation and execution for a changing budget of administrative expenses, analyzes budget calls, reviewing guidelines and instructions and then debriefs, educates, and oversees the administrative staff on any changes or information required.
• Justifies requests for reprogramming as necessary; oversees and reviews financial reports and resolves discrepancies with the appropriate accounting office and assures that all expenditures are properly authorized and documented.
• Prepares studies and reports to ensure cost effectiveness and maintains a close liaison with Fiscal Service resolving any fiscal problems.

• Provides FMS management with assistance in projecting staffing needs through data collection and initial analysis, the execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, recruitment coordination and documentation requests, and processing training requests).
• Responsible for ensuring that all VA OIG, Joint Commission, and CARF standards are met and appropriately incorporated into FMS policy and procedure.
• Develops file manager routines to provide meaningful data for use by station management in evaluating the utilization of their space.

• Supervises four employees in FMS providing technical and administrative supervision to a unit of GS-6, GS-5 and WG-06 employees.
• Ensures that his/her employees conduct themselves in a manner that is compliant with the standards of the Facilities Management Service and the VA.
• Oversee daily, weekly, monthly, and project-by project as necessary to ensure highest possible efficiency of performance. Incumbent shall establish and plan work priorities and deadlines relying on traditional schedules and methods creating new schedules and methods when necessary to achieve applicable goals.
• Oversees the entire Fleet management program at VA SORCC which is approximately 66 vehicles and is a mix of VA-owned and GSA-leased vehicles.
• Gives advice, counsel, and instruction to employees on both work and administrative matters.
• Resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to higher level supervisor or manager effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
• Carries out Equal Employment Opportunity policies and program activities.
• Assures safety and housekeeping practices are observed; and maintains work reports and records.
• Approves, plans, and establishes overall leave schedules, and provides recommendations for promotion or reassignment of subordinates.

Administrative Management

• Provides administrative support to FMS, specifically the Projects & Operations and Biomed Sections. They identify schedule / time required, and estimate resources required (i.e. FMS Chiefs, supervisors, and staff, visitors, vendors, and contractors, Manpower/personnel, equipment, budget and file storage).
• Develops plans or schedules using standard references and existing information. He/she assembles and summarizes data, background information and other materials from publications and other sources.
• Reviews, maintains, and disseminates technical reports received for actions. In addition,
• Plans and coordinates video teleconference scheduling for the team(s).
• Correspondence preparation includes drafting and composing letters and reports, reviewing, and editing correspondence for accuracy and completeness, preparing public presentation outlines and documents, and developing standard or form letters and replies to inquiries.
• Incumbent uses computer technology equipment (e.g., computers, multi-purpose document centers (copy, fax, print), scanners, phone) and software (e.g., Microsoft Office products, VISTA, CPRS) in the performance of office management duties.
• Conducts department and staff inventories for forms and supplies required by the department and staff to conduct operations and work. Incumbent submits supply requests per inventory needs and staff requests.
• Timekeeper, incumbent is a subject matter expert on policies and procedures related to using, entering, tracking, and posting employee leave. Incumbent manages a tracking system for all staff schedules and leave.

• Serves as the initial point of contact for contractors and is responsible for working as a liaison between Contractors and VSC in order to provide a smooth process in obtaining the appropriate security access and PIV badging.
• Performs work related to the collection, organization and/or tracking of information in support of the Personnel Security Program. The work of this position centers on collecting appropriate background information, tracking and reviewing data, completion of reports, maintaining databases and processing follow-up actions on various security related matters and assisting with suitability adjudications.
• Electronically track the level assigned and the appropriate background investigation needed.
• Reviews information submitted by the requesting office to validate level of background required, enters appointee information into a local data base tracking system and refers appointee for fingerprinting.
• Reports are produced on a regular basis (weekly) to keep top level management apprised of the status of the Suitability/Security Program and for performance management/performance improvement initiatives.
• Responsible for maintaining an in-depth working knowledge of PIV role holder responsibilities.
• Communicates with Contracting Officer Representatives (CORs) to close out UDOs taking actions such as submitting modification requests to reduce the amount and close out the purchase orders or increase of purchase orders as necessary based on the needs of the facility.
• Works closely with the Contracting Officer, and the Administrative Officer to read and interpret complex building leases that span fiscal years to ensure that proper actions have been placed in the regard to leases and ensuring that that the transactions have been properly entered for the periods of October 1 through September 30.

• Performs budget formulation/execution support work for Projects & Operation and Biomedical Service.
• Consolidates and arranges estimates in proper form by appropriation account, identifying. Code, object class, and line item for submission to fund granting authorities.
• Consolidates budget estimates from local program and administration activities, and organizes budget data according to appropriation, account, object class, and line-item code.
• Examines accounts and resolves difficult reconciliations requiring an analysis of adjustments and corrective entries in the account.
• Compile and verify the accuracy of accounting data to prepare statements, reports and comparative analyses of accounting transactions.
• Manages procurement of supplies for the service, they are responsible for maintaining procurement and contracting records.
• Prepares and reviews purchase order for supplies and non-expendable property.