Administration Associate Jobs in Butte, MT (NOW HIRING)

Summary
The incumbent serves as the Supervisory Adminstrative Officer for Primary Care, providing oversight, mangerial support, and operational coordination across all programs and sections under Associate Chief of Staff. The position rquires thorough knowledge of health care mangement principles, VA administrative regulations, Human Resouces processes, fiscal management, and contracting requirements. The incumbent coordinates the full spectrum of administrative and managerial support to service.
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Duties
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As the Supervisory Administrative Officer for the Chief of Staff the duties include but are not limited to:

• Initiates action to correct performance or conduct problems. Effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious disciplinary matters. Prepares documentation to support actions taken. Identifies employee developmental needs and provides or arranges for training (formal and on-the-job) to maintain and improve job performance. Encourages self-development.
• Demonstrates sensitivity to ideas of subordinates. Promotes an environment in which employees are empowered to participate in and contribute to effective mission accomplishment.
• Provides administrative supervisory advice to all section chiefs of the Primary Care service (Section Chief, Primary Care- West Division; Section Chief, Primary Care- East Division), as well as affiliated partners in Patient Care Services (PCS) and Health Administration Services (HAS).
• Works closely with Human Resources Management Service (HRMS) for classification, filling vacant positions, employee grievances and employee relations. In addition, incumbent will work closely with the credentialing and privileging office to coordinate boarding of physicians, nurse practitioners, and physician assistants.
• Coordinates personnel actions for all employees in the service, maintains personnel-related records, establishes performance standards/competencies, recommends performance ratings, writes position descriptions, provides human resource advisory services to other managers/supervisors, and handles matters involving recruitment, promotion, awards, position classification, training, counseling, disciplinary actions, grievances, dispute resolution etc. Prepares resource requests, recruitment ads, and manages all aspects of employee recruitment and selection of candidates for nonprofessional positions for all sections within the Primary Care service.
• Serves as Project Team Member for the negotiation and purchase of capital equipment. Secures proper justification when submitting supply requisitions. Procures and receives supplies and services. Develops a comprehensive service level equipment purchasing program to replace equipment in a scheduled manner, ensuring the delivery of quality care. Prepares and/or reviews supply and non-expendable property purchase orders including orders for computer equipment, software, and other specialized equipment. Assists service staff in assessing computer equipment and software requirements for multiple patient electronic medical record systems. Prepares and processes acquisition requests. Plans and executes office moves.
• Formulates and submits a budget plan each fiscal year, providing advice and assistance to the ACOS as to funds available and how to maximize actual dollar allocations. Is responsible for allocating funds to the correct control fund points and communicating this information to the Budget Analyst assigned to the Service. This involves an annual service budget plan incorporating budget requests from the many varied program areas with funding sources locally and nationally.
• Coordinates, with Logistics service, high cost, and high technical equipment acquisitions including associated architectural design and facility design plans with engineering and information technology services. Sets meetings with vendors and schedules in-service on any new equipment, supplies, or medical devices for all employees in the service.
• Provides counsel to the Healthcare System Director (DIR) and Chief of Staff (COS) on proposed solutions that would enhance quality patient care and resource utilization in Primary Care. Assists in special analytical studies designed to resolve critical programmatic, organizational or functional problems throughout the Medical Center, and in the resolution of interdepartmental problems, complaints and grievances, by applying important communication, motivational, and leadership skills with respect to advising, instructing and consulting with problem elements.
• Demonstrates sensitivity to ideas of subordinates. Promotes an environment in which employees are empowered to participate in and contribute to effective mission accomplishment.

Work Schedule: Monday thru Friday 0800-1630
Telework: This position may be authorized for ADHOC telework.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD436-118340 and PD436-14867
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Requirements
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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.
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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, 09/08/2026.
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 and/or education s described below:
GS-11

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Analyzing and making recommendations to improve the effectiveness of a program, process, or service and timeliness of work operations Knowledge of organizational mission, functions, goals, and objectives to include organizational structure and individual program responsibilities Maintaining current information regarding the chain of command within an organization, e.g. employees being detailed or acting in the absence of managers and executive staff Knowledge of administrative concepts. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree; or 3 full years of progressively higher level graduate education leading to such a degree; or LL.M., if related.. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate education in a related field in excess of 36 semester hours may be counted towards qualification at the GS-11 level. NOTE: A copy your graduate transcript must be submitted with your application.

GS-12

• 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: Experience in a development assignment performing the duties of an Administrative Officer analyzing and making recommendations to improve the effectiveness of a program, process, or service and timeliness of work operations, Maintaining current information regarding the chain of command within an organization, e.g. employees being detailed or acting in the absence of managers and executive staff, Establishing specific goals, objectives, and projects, organizing work to achieve approved goals, Adhering to designating policies and procedures, Handling new, unusual, and ongoing changes within an organization, Coordinating activities with other departments and/or programs, maintaining effective interpersonal relationships.

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
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/.
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.