Management Analyst

As the Management Analyst for Facilities Management Service (FMS) at the VA Ann Arbor Healthcare System (VAAAHS), you will perform a variety of administrative and support functions. You will work under minimal supervision and resolve problems associated with the work of the office. In a cost-efficient and cost-conscious environment, the decision-making process must employ data-driven information system models to understand highly complex issues, policy alternatives, and the financial implications of these decisions and their alternatives. You will be responsible for the development, organization, management, and application of procurement services within the Facilities Management Service.

MAJOR DUTIES

• Manages data for FMS, which includes the responsibility for contract procurement
• Maintains a comprehensive list of all contracts managed by FMS
• Works closely with the professional and technical staff and support services to develop proposals for procurement of equipment, prioritizes their assigned section’s needs, and oversees the preparation of all required paperwork
• Serves as the primary Contracting Officer’s Representative (COR) on service contracts while serving as the secondary COR on construction and maintenance contracts
• Creates, submits, and follows up on contracting packages for FMS, while maintaining certification as a COR
• Manages the administrative and clinical leases for VAAAHCS
• Assists the Administrative Officer with budget development and monitoring of fund control points maintained by FMS
• Conducts monthly reviews of labor mapping on every FMS employee (exceeds 190) to verify correct cost center, Budget Object Code and percentage of time allocated to ensure accurate cost allocation
• Conducts monthly reviews of supply mapping for every transaction that occurs for all FMS control points
• Ensures Decision Support System reporting dates are met to ensure accurate accounting practices for VAAAHS
• Maintains budgetary controls over fund control points assigned and monitors fund control point balances
• Prepares 2237’s, ensuring accuracy and completeness, and determines the appropriate fund control point and coding pertinent information
• Serves as the primary purchase card holder for the Chief, Facilities Management transactions and as secondary purchase cardholder for Maintenance & Repair, Electrical Shop, Carpentry Shop and Operations Shop
• Complies with all the acquisition regulations, both Federal, VA and local to include BA, small business, Javis Wagner 0-Day Act, and mandatory sources
• Reconciles purchase care charges within the established time limits
• Resolves disputes of unknown or incorrect charges within established time limits
• Inputs order into IFCAP Purchase Card Menu, prior to purchase or within one workday of purchase
• Makes sure all 1358’s are obligated and adjusted as necessary to reflect monthly billing
• Compiles data into a comprehensive report to manage the budget for equipment, supplies, and services to support workload
• Communicates and coordinates activities between the Facilities Management Service office and other programs within the hospital as well as the network
• Coordinates special studies/projects as delegated by the FMS leadership to resolve identified process problems
• Maintains all contracting records which includes procurement packages, applications, evaluations, invoices, and payment information which also includes information validation
• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication

Work Schedule: Monday – Friday, 8am to 4:30pm

Position Description Title/PD#: Management Analyst, GS-343-9/ 6093-O

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-9: Applicants must have One year of specialized experience equivalent to at least the next lower grade (GS-7) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Serving as the Contracting Officer’s Representative (COR) on service contracts, Reconciling purchase care charges within the established time limits, and Compiling data into a comprehensive report to manage a budget.

OR

Applicants may substitute education for the experience required for the GS-9 level. Applicants must have a master’s or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related (TRANSCRIPT REQUIRED)

OR

Applicants may also combine education and experience to qualify at the GS-9 level. To calculate, first identify the percentage of required education you have earned (only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-9. For example, an applicant has 6 months of specialized experience and 1 full year of progressively higher level graduate education towards a graduate degree (the equivalent of 6 months of specialized experience). The applicant meets 50 percent of the required experience and 50 percent of the required education. The applicant meets 100 percent of the requirement for 1 year of specialized experience and is qualified for the position.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Physical Requirements: Work is primarily sedentary, although some physical effort may be required. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; and carrying of items up to 15 lbs.

Time-in-grade : 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 unless they qualify for a non-competitive, special hiring authority appointment such as Schedule A, Veterans Recruitment Authority (VRA) or 30% or more service-connected disabled veteran, or are reinstatement/re-promotion eligible to a grade previously held in federal service, or whose General Schedule service during the previous 52 weeks has been totally under temporary appointment. For a GS-9 position you must have served 52 weeks at the GS-9 level.

In order to be considered for this position, you must provide a complete Application Package which includes:

1. CV or Resume. (Required)

2. If you do not meet the time-in-grade restriction, but qualify for a special hiring authority, you must provide supporting documentation, i.e. DD 214, SF 15, Application for 10-Point Veteran Preference, VA Disability Rating Letter, and/or Schedule A Letter. (Please note that you still must meet the minimum qualifications for this position)

3. Latest SF-50, Notification of Personnel Action (Non-Award). (Required)

4. If you are qualifying based on education, you MUST submit your transcripts with your application. For the application, transcripts do not have to be official, however if you are selected, official transcripts will have to be provided at that time.

Please use this checklist to ensure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Veterans’ Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), or 10pt (CP/CPS, XPP, XP), or for Sole Survivor Preference (SSP), on the Occupational Questionnaire in the section(s) provided. A legible copy of your DD214(s) indicating character of service, disability certification, SF-15 (if claiming 10 pt. preference) or if you are currently serving on active duty and expected to be released or discharged within 120 days; documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), or dates of impending separation. Documentation is required for eligibility verification.

Faxing Applications or Supporting Documents: You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options . The Vacancy ID of the job opportunity announcement is 1959395.

NOTE : If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.