Administrative Officer

This position is for the Pharmacy Service. The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility, and is responsible for advising the service management team.

Duties include, but are not limited to:

* Performs budget administration functions.

* Monitors, reviews, and checks requests for allotment of funds from approved operation budgets.

* The incumbent utilizes knowledge of financial management policies, guidelines, and best practices to provide overall budgeting and financial management for the service.

* Incumbent independently prepares and maintains the annual budget plan for all service control points.

* Through analysis of program goals, priorities, current resources and program data, the incumbent makes recommendations regarding the need for additional budgetary resources, contracts, and equipment.

* Responsible for coordinating and facilitating the function of all services, clinical and administrative, which interface with the service.

* The incumbent serves as the primary point of contact (POC) to these services and makes decisions regarding programs and projects as they relate to these areas.

* Plans, develops, and executes assigned clinical service administrative management program needs.

* 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.

* Assures that internal systems and procedures for carrying out the clinical service organization's administrative functions meet the requirements of balancing costs, benefits, productivity, and effectiveness.

* Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization.

* Analyzes mission, management objectives and organizational goals, to determine current and projected personnel needs and potential placement issues.

* Provides advice and assistance to management in such areas as; recruitment initiatives to replace loss of skilled employees, recruitment and hire lag problems, mission or workload expansion, change or decrease, merit promotion requirements/procedures, requirements and procedures to determine employee placements and to effect a variety of placement actions such as reassignments, reduction-in-force, realignments, non-competitive promotions, and details.

* Conducts a variety of administrative information flow studies, administrative work processes reviews, procedural reviews, improvement studies, etc. to provide management with recommendations for insuring optimum utilization of available resources.

* Manages the organization Training program, assuring all employees are in full compliance with all mandatory training requirements.

* 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.

* Functions in the capacity of Agency Government Purchase Card (GPC) holder.

* Assigns work to staff and provides technical and policy direction to their efforts.

* Reviews completed work of the staff and provides feedback to encourage top performance to enhance an atmosphere of teamwork in the Office.

* Plans training and development with subordinate employees to assure they acquire and maintain both technical competencies in their fields and cross training in related fields.

* Evaluates the work performance of subordinate staff members and recommends appropriate awards to enhance effective performance or takes action to deal with inadequate performance, through counseling, training, coaching and other means.

* Is responsible for equal opportunity for all employees supervised, ensuring fair and equitable practices in the selection of employees for training, promotions, awards and recognition, and for other career development opportunities.

* Tracks and processes action items, Veteran complaints/compliments, and reviews responses sent to Executive Leadership Team.

Work Schedule:

Monday - Friday 7:30 a.m. to 4:00 p.m. work schedule, but work schedule may be adjusted to meet the needs…