The incumbent serves as the Administrative Officer (AO) and provides administrative support to the Chief and Assistant Chief, Prosthetic and Sensory Aids Service (PSAS) within the South Texas Veterans Healthcare System. The incumbent performs a wide scope of duties related to the fiscal, procurement, and administrative aspects of PSAS for various facilities.
Major duties include but are not limited to: Administrative Support (30%) Schedule staff meetings, vendor in-services, and outreach/education meetings; reserve rooms and resources. Take, maintain, and present meeting minutes; attend meetings or workgroups on behalf of leadership. Serve as Records Management Liaison, ensuring compliance, managing lifecycle activities, and coordinating audits/inquiries. Coordinate all staff access requests (keys, badges, ADPAC duties, AIS form updates); act as primary IT point of contact. Manage service supplies, equipment orders, furniture requests, repair work orders, and custodial coordination. Draft correspondence, reports, recommendations, and memos; provide administrative guidance to managers and staff. Act as primary timekeeper; generate timekeeping and overtime monitoring reports. Serve as TMS Super User; maintain training documentation; provide VistA training and develop training materials. Support COR by coordinating vendor/patient site visits, auditing records, and documenting minutes. Act as primary point of contact for other Administrative Officers; facilitate inter-service communication. Prepare responses to inquiries from Veterans, families, VSOs, vendors, Congress, and OIG; manage PATS-R complaints. Reserve government vehicles; triage/distribute Secure Messages and calls; assist with new facility/VISN/National initiatives. Human Resources / Personnel Management (30%) Serve as HR liaison; advise leadership on staffing needs, position descriptions, functional statements, and performance plan processing. Update organizational charts; submit and track HR actions; monitor status and brief management. Maintain personnel action files; analyze reports for trends, timeliness, deficiencies, and propose efficiency improvements. Advise leadership on award procedures; prepare award packages; ensure timely submission of performance ratings. Identify and elevate issues requiring HR intervention; provide new employee orientation. Provide guidance on complex personnel issues; deliver weekly workload reports for performance reviews and staffing justification. Budget Management Support (20%) Monitor Fund Control Points (FCPs) to ensure sufficient funding; submit fund transfer requests; manage Fiscal Service correspondence. Oversee all 1358 transactions, verify postings, request adjustments, and maintain fiscal documentation. Manage Purchase Card requests and monitor usage; handle submissions, follow-ups, and card closures. Use reports to monitor the service budget; track open Purchase Card orders; conduct monthly or more frequent reviews. Systems Analysis (20%) Prepare procurement, inventory, and consult management reports; analyze departmental data for trends and compliance. Provide recommendations to management on procurement or compliance issues; report on program accomplishments. Assist in developing local SOPs; incorporate data analysis into policies and procedures. Work with Decision Support Services on labor mapping; evaluate consult template usage and assist in redesign. Perform additional related duties as assigned. Work Schedule: 8:00 a.m. - 4:30 p.m. Monday - Friday Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD01348O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
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/. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.
Yvonne.Misiak@va.gov
Source: USAJOBS.gov — U.S. Federal Government
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