Administrative Officer

Administrative Assistant DutiesThe duties of the Administrative Assistant include, but are not limited to:Program Management:Recommends to the Chief and Assistant Chief of MAS, administrative methods, and procedures for inclusion in Service and medical center policy.Consults with management at all levels when reviewing or analyzing operations interrelated with other services. Assists, coordinates, creates and/or advises in the development of new programs and policies. This includes responsibility for identifying problems with existing programs or policies, suggesting new programs or policies, and implementing those suggestions as assigned.Works with the Chief and Assistant Chief of MAS and other facility personnel at all levels to ensure quality management and compliance issues pertaining to MAS are documented and appropriate follow-up action is taken regarding any problems, deficiencies or recommendations made as a result of the Service's quality management activities.Human Resources:Serves as a Human Resources advisor for the Service, advising and making recommendations on matters of personnel utilization.Ensures HR Smart and other HR systems accurately reflect current Service FTEE, etc.Reviews the organization chart and all position descriptions for the Service and makes recommendations for changes in order to improve effectiveness and efficiency.Maintains a tracking mechanism and ensures all position descriptions are current. The incumbent is responsible for resource surveillance, evaluation, and planning to ensure efficient utilization of manpower, equipment and space based on constantly changing program demands and makes recommendations to MAS leadership for decision-making. Serves as backup timekeeper for the service.Training Coordination and Supply Management:Serves as Training Coordinator for the Service.Formulates and directs training orientation and training of employees to ensure adequately trained staff to provide 24-hour administrative coverage.Serves as Logistics advisor for the Service, advising and making recommendations on matters concerning procurement of equipment, supplies and services as well as inventory control for the Service.Ensures all MAS delegations of authority are current. Uses delegation of authority to receive supplies, services, and equipment; conduct equipment inventories; and approve expenditure of funds as appropriate.Contracting/Budgeting:Serves as a Contracting Officer Representative for one or more contracts and is intimately involved in the management of the Service budget.Monitors use of funds via FMS and VistA.Keeps the Chief and Assistant Chief of MAS advised of any budget shortfalls or budget excesses.Works closely with Fiscal Management Service regarding budget spending rates, fund requests and proactively prepares the annual budget(s) for MAS leadership approval.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, 7:30 am - 4:00 pm. Subject to change based on the needs of the Agency.Virtual:This is not a virtual position.Position Description/PD#: Administrative Officer/PD842450 and PD842460Relocation/Recruitment Incentives:Not Authorized.Critical Skills Incentive (CSI):Not Approved.Permanent Change of Station (PCS):Not Authorized.