Summary The incumbent serves as the Administrative Officer (AO) in the Sterile Processing Service and reports to Clinical Service Line Chief at the Loma Linda VA Healthcare System. The purpose of the position is to direct and perform all administrative functions within the Service that includes human resources management, budget, finance, management and program analysis, office support services, document control, logistics, is responsible for advising the service management team. Responsibilities The Administrative Officer has the knowledge and skills in applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related management matters in order to improve the efficiency and effectiveness of the operation. Knowledge of principles and objectives of Government Budget formulation to provide a variety of substantive budget and financial management duties for the service. Knowledge and understanding of human resource management principles and practices pertaining to personnel management, reorganization/ realignment, organizational structure, staffing, position management, manpower utilization and training issues. Major duties include, but may not be limited to the following: Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Monitors and tracks obligations and expenditures for base/mission support functions throughout the execution phase of the annual operating budget. Independently prepares and maintains the annual budget plan for all service control points. Serves as control point official with authority to obligate and verify fund expenditures (2237s and 1358s). Incumbent identifies potential resource needs, facilitates acquisition of additional resources, and establishes criteria to evaluate effectiveness of additional resources. Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Initiates and coordinates requests for repairs of equipment, telephone installations or relocations, computers, printers, etc. The incumbent ensures the maintenance of the service's equipment inventory list (EIL). Independently formulates plans for proper space utilization. The incumbent develops methods and establishes criteria for analysis, completes analytical surveys of space utilization, and recommends plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, budgetary considerations. Prepares requests for construction justifications, remodeling and alterations and interfaces with Engineering, Environmental Management, Supply Chain, and O&IT. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Maintains comprehensive database(s) to provide information used in making clinical service organization decisions and in preparing reports. Also, prepares reports to topics including but not limited to clinic utilization, clinic space utilization, access, equipment management, patient experience, and process improvement. Serves as the liaison with the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization. Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status. Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor. Provides advice and assistance on the processes and procedures of performance management systems, the incentive awards and beneficial suggestion program and/or other productivity measurement and improvement programs. Manages the organization training program, assuring all employees are in full compliance with all mandatory training requirements. Manages all internal and external Administrative Action Items and higher echelon Suspense Actions, inclusive of White House Inquiries, Congressional Correspondence and General Officer mandates. Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). The incumbent draws upon knowledge of contracting and acquisition procedures to draft and/or review contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements. Provides advice to management and staff on contracting and procurement policies and issues. Works with the Senior COR & appointed Contracting Officer, throughout the contract award process. Functions in the capacity of Agency Government Purchase Card (GPC) holder. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: This position is not authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer (Sterile Processing Service)/PD13493A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. Financial Disclosure Report: Not required. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. Work is typically performed in an adequately light and climate-controlled office. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/11/2026. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports, and presentations; retaining procurement records and reconciliations; making space utilization recommendations. Skills in planning scheduling, and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations, adapting, analytical techniques and evaluation criteria. Skill in developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations. Knowledge of accreditation standards from The Joint Commission (TJC), Office of Inspector General (OIG), and other accreditation and external review bodies. Knowledge of VISTA and CPRS computer packages as well as knowledge of other clinical packages used for extracting patient data. The individual must have the ability to abstract data from CPRS records and VSSC. The individual must attain and maintain skills in operating personal computer software programs including but not limited to Microsoft Word, Access, Excel, PowerPoint, and MS Visio. Ability to effectively deliver written and oral presentations to persons of varying education and interest levels and attain the desired results. The ability to effectively communicate information concerning any areas of assigned responsibility. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Best Qualified Criteria: Experience managing administrative operations for a large, multidisciplinary MH Service Line. Proficiency with VA systems including HR Smart, VATAS, TMS, VSSC/Power VI, and workload data tools. Skill in leading recruitment, onboarding, and personnel actions for diverse clinical teams. Experience with budgeting, fund control point, procurement, contracts, and service-level resource planning. Strong communication, policy/SOP development and supervisory or team-lead experience. Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. Work Environment: Work is typically performed in an adequately light and climate-controlled office. 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/. Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
