Administrative Officer

Administrative OfficerThe Administrative Officer provides for the overall administrative management of the Logistics Service. Exercises independent and creative judgment in accomplishing major duties. This may include interpreting administrative policies, developing local policies, defining administrative requirements, and/or providing advice to the Chief on related issues. The Administrative Officer provides substantial input into policies and action plans to ensure Logistics is in compliance with VA Central Office (VACO), VISN, Joint Commission, and other entities as appropriate regarding all phases of performance improvement and quality management programs. Interacts frequently with VA HCS management and personnel, VACO, VISN and community officials to keep abreast of substantive service issues within the organization. Monitors performance, suspense actions, and enforces the directions of the CSCO to ensure issues are brought to closure. Additional duties include but not limited to:Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. Independently secures the required administrative and managerial support to meet operating requirements.Maintains responsibility for all service correspondence.Prepares, edits and archives all official correspondence requiring the Chief's signature or approval.Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions.Submits and monitors work orders.Under the direction of the CSCO, the position approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties.Ensures all staff use TMS and monitor TMS use, training completions and accomplishments.Provides TMS compliance and non-compliance reports to the Chief for direct reports as well as to supervisors for their employees.Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary.Ensures that contractors' identification cards are completed and issued in accordance with the Security and Investigation Center (SIC) and local agency guidelines.Attends briefings and meetings on behalf of the Chief in his or her absence.Schedules or coordinates all service meetings, prepares agenda, and prepares minutes.Serves as the Facility Hazardous Recall Coordinator and Contracting Officer Representative for the Logistics Service.Assigned to various committees within the service and Medical Center including special task forces as required.Coordinates the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements. Advises the Chief and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities.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.Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions.Advises Chief and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees. Responsible for creating and preparing award packages for employee contribution awards and other criteria awards.Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval.Work Schedule: Monday through Friday, 8:00 am to 4:30 pmVirtual: This is not a virtual position.Position Description/PD#: Administrative Officer / PD99842SRelocation/Recruitment Incentives: Not Authorized.Critical Skills Incentive (CSI): Not Approved.Permanent Change of Station (PCS): Not Authorized.