Total 5 job vacancies by Veterans Health Administration

Major duties include, but are not limited to:

• Maintaining files and reports.
• Scheduling and reviewing work activities performed in an office, including reporting and record keeping.
• Maintaining office compliance regarding regulations, policies, and guidelines as established.
• Receiving incoming calls from patients, staff, and others in need of information.
• Taking meeting minutes.
• Maintaining tracking mechanisms for reports and action items.
• Maintaining calendar for manager, i.e. scheduling appointments.
• Review and direct incoming documentation/inquiries and take personal action when applicable or direct to appropriate staff as needed.
• Utilize a range of office equipment (i.e., copier, fax, telephone, etc.).
• Utilize a range of software applications (i.e., Word, Excel, Outlook, etc.) to prepare correspondence.
• Maintain credentialing folders of employees.
• Other duties as assigned by ACOS and/or Associate Chief Nurse GEC.

The Administrative Officer of Care Management and Social Work (CMSW) Service reports to and serves as the principal assistant to the Chief of the Service and works with supervisors within the Service to facilitate efficient and effective operations and administration. The incumbent is an integral member of the Health Care System's Care Management and Social Work administrative team by providing personnel administration, financial management and administrative management essential to the direction and operation of the Service:

MAJOR DUTIES AND RESPONSIBILITIES

• preparing job analyses for job postings, coordinating personnel actions, maintaining personnel-related records in the six-part system
• Advises management on the administrative and clinical orientation processes for new staff to the Service and program areas
• Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder.
• Audits competency folders for all Social Work staff within the Health Care System on a quarterly basis to assure competency folders meet facility, The Joint Commission, CARF and other accrediting body requirements
• Consults with supervisors to draft, implement and review Service level personnel policies ensuring they are in accordance and compliance with internal operations and policies, agency personnel policies, AFGE Master Agreement, budgetary constraints, and work priorities
• Serves as an approving official for purchase orders for the Service
• Attends Director's Morning Report with Service administration and follows-up on issues as assigned by members of the Executive Leadership
• Assists the Chief in assessing the effectiveness of the professional services provided to the patients utilizing automated programs and through the use of feedback mechanisms; including surveys
• Conducts special studies and analyzes complex problems of manpower, office equipment, workload statistics, space utilization, etc. to monitor needs of the Service
• Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage
• Responsible for the overall administrative management of the Service

Major duties and responsibilities include:

Administrative Management

• Assists the Chief oversee and facilitate the administrative management for Recreation and
  Creative Art Therapy Service.
• Assists with developing, planning, issuing and implementing procedures to comply with directives concerning administrative matters.
• Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management and data management within the division.
• Designs and implements policies and procedures to manage administrative and personnel
  related functions.
• Reviews and evaluates guidance on various functions and procedures,
  identifies problem areas and implements or recommends actions to improve procedures and
  increase efficiency, eliminate problems and conform to policy requirements.

• Assists the Recreation and Creative Art Therapy Service Chief oversee the full range of
  human resources requirements for the organization.
• Assists the Chief with personnel administration for the Service with varied functions and activities.
• Acts as the liaison with the human resources office concerning personnel-related matters.
• Provides advice and assistance to managers and staff concerning personnel processes and procedures.

• Participates in the planning for budgeting needs and financial management for Recreation and Creative Art Therapy Service. Assists with budget formulation, justification, and execution; financial management; and financial reporting.
• Provides advice to management and program personnel on budgetary and finance issues.
• Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources.
• Attends budget calls, reviewing guidelines and instructions in order to brief managers of schedules and data requirements. Reviews office needs in order to plan and develop budget data and justification for review and approval.
• Once the budget has been approved, directs and monitors the execution of funds.
• Monitors balances, and status of projects and recommends reprogramming of funds as needed.
• Justifies requests for reprogramming as necessary.
• Reviews financial reports and resolves discrepancies with the appropriate accounting office.
• Ensures that all expenditures are properly authorized and documented.

• The position aids in the management of procurement for Recreation and Creative Art Therapy Service. This may include preparing procurement requests, evaluating proposals for work, maintaining procurement records.
• The position may manage small procurements that may require varying approaches.
• May assist in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which may include determining appropriate costs, performing costs analysis, preparing sole source justifications and communicating both
  orally and in writing with managers/vendors/contractors.
• As directed, may assist in the preparation and review of purchase orders for supplies and non-expendable property, such as equipment.
• The position will coordinate with Chief, Recreation and Creative Art Therapy Service program supervisors to control purchasing and use of supplies.
• Oversees property management and prepares necessary documents to accession and de-accession of property.
• Conducts periodic surveys of equipment and property utilization and recommends action as
  necessary to assure that economical and efficient use is made of equipment and other
  property, and other specialized equipment necessary to the effective functioning of Recreation and Creative Art Therapy Service.
• The position will exercise authorizations for obligation and expenditures of funds as required.
• Performs other duties as assigned.

Administrative Officer duties consists of but is not limited to:

AO acts as the liaison with the human resources office concerning personnel related matters. Participates in personnel administration operations such as position classification, grievance procedures, performance standards and disciplinary actions.

AO plays a key role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.

Keeps managers informed of the status of on-going personnel actions. Assists the Chief in administering actions concerning merit promotion and position management. Participates in the analysis and interpretation of workload and other data used in resource planning. Provides DIS
Chief, Chief Technologist and SORT with constant updates to performance appraisals, functional statements, mandatory training changes. Procures sample position descriptions and functional statements as need for the service, as the needs change.

Provides for the overall non-clinical administrative management of the service. This includes interpreting administrative policies and developing and implementing local policies. Provides for the overall administrative management of the Service. This includes interpreting administrative polices and developing and implementing local polices. Coordinates the establishment of goals, objective, and long-range plans for the office. Together with the Service Chief and Chief Technologist, discuss an annual goal-setting session, which leads to the development of the final operating plan. Provides assistance to develop new technologies and modalities through vendor contact after consultation with the DIS Chief, Chief Technologist and SORT. Evaluates and monitors administrative activities and makes substantive recommendations for program improves. Ensures effective use of office staff and recommends needed changes to enhance central support services.

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 to Friday 8:00 am to 4:30 pm
Telework: eligible for ADHOC only. VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD02906O and PD029050

Assists the Assistant Director in responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules.
Setting meeting location arrangements, preparing agenda, minutes and distributing necessary information needed.
Control the Assistant Director's activity schedule, establishing priorities, sets-up, reschedules or refuses appointments, accepts or declines invitations to meetings, arranges representation by a subordinate official when that is desirable.
Receives visitors and telephone calls to the Assistant Director, determines nature of call or visit.
Making travel arrangements, preparing vouchers, typing duties, screening incoming telephone calls, and visitors.
Instruct and assist other secretaries in all level subordinate offices concerning correspondence procedures, time and leave procedures, travel and various report requirements.

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- Friday 8:00 am to 4:30 pm. Tour of duty is based on organizational needs
Compressed/Flexible: Not Available
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD135130 and PD13638-O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required