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Administrative Officer - PHS Indian Hospital, Red Lake Service Unit

Job Title: Administrative Officer

Department: Department Of Health And Human Services

Agency: Indian Health Service

Hiring Organization: PHS Indian Hospital, Red Lake Service Unit, Red Lake, MN.

Job Announcement Number:IHS-14-BJ-1098542-ESEP/MP


$69,497.00 to $90,344.00 / Per Year


Tuesday, April 15, 2014 to Tuesday, April 29, 2014




Full Time - Multiple Appointment Types




1 vacancy in the following location:

Red Lake, MN View Map


Status Candidates (Merit Promotion), Indian Preference Candidates (ESEP), and Veteran's Preference Candidates (including VEOA).






About the Agency

The IHS is required by law to give absolute preference to qualified applicants who meet the Secretary of the Interior's definition of Indian for appointment to vacancies within the IHS in accordance with established IHS policy as outlined in the Indian Health Manual Part 7, Chapter 3. The IHS is an Equal Opportunity Employer.

This position is located at the Red Lake IHS Hospital, Red Lake, MN, a freestanding acute care hospital which along with one satellite clinic provides inpatient, emergency, outpatient, dental, pharmacy, laboratory, radiology, nursing, optometry, physical therapy, behavioral health, dialysis, dietary, contract health, business office, maintenance, and housekeeping services to the people of the Red Lake Indian Reservation and surrounding communities. The purpose of this position is to serve as the Administrative Officer to conduct and supervise daily administrative and management activities as outlined below and to perform duties relating to the service unit's financial management, information technology, contract health, dietary, business office, property/supply, medical records, and administrative support functions.


Occasional Travel

Travel will be required for training and/or other work related duties.



Relocation expenses will be authorized to those eligible.


The selected applicant will be subject to a pre-employment background

investigation, which will include a fingerprint check.

If applicable-Selective Service registration (Males born after 12/31/59)

U.S. Citizenship is required


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Serve as an Assistant to the Service Unit Director (SUD) having supervisory responsibility and accountability for all health and health related administrative/management services and activities. Assist the SUD in meeting standards and reporting requirements imposed by accrediting agencies and regulatory groups. Assure all clinical and administrative activities are in compliance with requirements of appropriate accrediting organizations.

Oversee personnel management activities including position management, recruitment, staffing and employee relations. Work with Area Office staff and immediate subordinates to alleviate recruitment and staffing problems.

Supervise and oversee the Financial Management Program. Serve as the principle advisor to management for program planning activities, budget preparation, budget execution, program evaluation activities, and for the integrity of cost-accounting documents. Monitor activity in the areas of personnel, financial, medical/legal and communications systems. Establish priorities in recruiting for vacancies, services, supplies and equipment using sound budget analysis of current and projected fiscal situations.

Supervise and oversee the Business Office; ensure collections are met in accordance with annual goals.

Supervise and oversee the Contract Health Services Program; ensure that requests for services and procedures are followed in accordance with policy and regulations.

Provide oversight of the Procurement Program; responsible for the property management program including real and personal property and for legality of purchases, space management, office services (mail, records management, forms management, manual maintenance, etc.).

Provide oversight of the Motor Vehicle Operation/Patient Escort Transportation Program that provides transportation of patients to and from their medical appointments and to various area contract medical facilities.

Supervise and oversee the Facility Management Program through long range plans for maintenance and improvement of government facilities and grounds and to provide a safe and functional environment for staff and patients.

Provide oversight of the Housekeeping Program; responsible for the provision of janitorial services, trash, waste and garbage disposal and linen services and maintaining the clinic and other service areas in a clean and orderly manner.

Supervise and oversee the Computer and Telecommunication Services Program.

Conduct meetings with subordinate supervisors and staff to evaluate work requirements, methods and procedures. Review and analyze records, reports and other evidence of work performance to evaluate performance. Continually studies operations to seek improvements in the quality and quantity of services and takes or recommends necessary corrective action.

Responsible for furthering the goals of Equal Employment Opportunity (EEO) by utilizing all available resources in carrying out EEO responsibilities.


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To qualify for this position, your resume must reflect sufficient experience and/or education, to perform the duties of the position for which you are applying. Your resume is key in evaluating your experience, as they relate to this position. Therefore, we encourage you to be clear and specific when describing your work experience.

Basic Requirements:

The following shows the amounts of education and/or experience required to qualify for this


GS-12: One (1) year of specialized experience equivalent to at least the GS-11 grade level.

Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the Administrative Officer, and that is typically in or related to the Administrative Officer position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.

Qualifying specialized experience is defined as knowledge of extensive rules, procedures, or operations applied to the position to be filled. Specialized experience would include skill in budget development and monitoring; skill in providing overall administrative management for an organization; skill using electronic and database applications for record keeping, research, and reporting; developing detailed plans, goals, and objective for long-range implementation and administration, knowledge of laws, regulations, policies, and precedents applicable to procurement/contracting and contract administration; knowledge of qualitative and quantitative methods for analysis and problem resolution applicable to administrative and budgetary work; knowledge and understanding of laws, regulations, policies, and precedents related to human resources management.

In addition to: SUPERVISORY OR MANAGERIAL ABILITIES: Candidates must have

demonstrated in their work experience or training that they possess, or have the potential to develop, the qualities of successful supervision, as listed below:

A. Assign to and review work of subordinates, train and work effectively with subordinates from a variety of backgrounds and with different levels/areas of training.

B. Accomplish the quality and quantity of work expected within set limits of cost and time.

C. Plan own work and carry out assignments effectively.

D. Communicate with others effectively both orally and in writing, in working out solutions to problems or questions relating to the work.

E. Understand and further management goals as these affect day-to-day work operations.

F. Develop improvements in or design new work methods and procedures.

IN ADDITION to the abilities required above, candidates must also possess, or

have the potential to develop , the ability to:

Deal effectively with individuals or groups representing widely divergent backgrounds, interests, and points of view.

Adjust work operations to meet emergency or changing program or production requirements within available resources and with minimum sacrifice of quantity of quality work.

Establish program objectives or performance goals and to assess progress toward their achievement.

Coordinate and integrate the work activities of several organizational segments or several different projects.

Analyze organizational and operational problems and develop timely and economical solutions.

Represent the activity both within and outside the organization or agency and to gain support for the agency's program goals.

Personal Attributes: Candidates for all supervisory/managerial positions must

demonstrate all of the following personal qualities:

a. Objectivity and fairness in judging people on their ability, and situations on the facts and circumstances;

b. Capacity to adjust to change, work pressures, or difficult situations without undue stress;

c. Willingness to consider new ideas or divergent points of view;

d. Capacity to "see the job through;"

e. Understanding of the ability to work with American Indians and Alaska Natives.

DESIRABLE ACADEMIC QUALIFICATION: Academic education at the Bachelors Degree

completion level in Hospital Administration, Health Care Administration, Business

Administration, Management or Finance.

PREFERRED ACADEMIC QUALIFICATION: Academic education at the Masters Degree

completion level in Hospital Administration, Health Care Administration, Business

Administration, Management or Finance.

Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

You must meet the requirements of the job by 11:59 (Eastern Standard Time) of the closing date: Tuesday, April 29, 2014


You will be rated based on the information provided in your resume (your resume must state specific duties that relate to this position) and your responses to the assessment questions will be evaluated against the duties you provided in your resume, along with your submitted documentation to determine your ability to demonstrate the following:

Workforce Management

Business Office

Financial Management/Budget

Administrative Services Management

You will receive a numeric rating based on your responses to the Assessment questions. If after reviewing your resume and responses to the assessment questions, a determination is made that you have overstated your qualifications and/or experience, you may lose consideration.

The following links below provide information on how you may be eligible for various hiring authorities. If you are a Veteran, qualified CTAP and ICTAP eligible, or an individual with a disability, please refer to the following links below for additional guidance:

Veterans , i.e. (VEOA, VRA, and 30% or more disabled)

Career Transition Assistance Program (CTAP )

Interagency Transition Assistance Program (ICTAP)

Schedule A Appointments for the Disabled

Click here to view vacancy questions: View Assessment Questions. All documents above MUST be received by 11:59 (Eastern Standard Time) of the closing date of, Tuesday, April 29, 2014, to be considered.


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You can review our benefits at


This position meets the criteria specified in pillar number one of the five pillars of the PHS Commissioned Corps. PHS Commissioned Officers interested in performing the duties of this position within the Commissioned Corps MUST apply online under the merit promotion announcement indicated above in order to receive consideration. For more information on PHS Commissioned Corps, visit the website at:

Additional selection(s) of candidates may be possible within 90 days from the date the certificate of eligibles was issued for this announcement.

A one/two-year probationary/trial period may be required upon selection/placement.

A one-year supervisory probationary period may be required upon selection/placement.

Not a Bargaining Unit Position

Security Clearance: If you are selected for this vacancy, you must undergo a fingerprint check. Fingerprint results must be cleared prior to hire. You will receive instructions on how to obtain and submit fingerprints. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges.

Males over the age of 18, and born after December 31, 1959, are required to be registered with the Selective Service System (or have an exemption) in order to be eligible for employment with the Federal Government.

Selectee(s) are required to have a viable bank account at a financial institution for electronic direct deposit of salary payment.

IHS - Operated Properties are tobacco free


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To apply for this position, you must provide a complete Application Package. See required documents below.

Click 'Apply Online' to create an account or log in to your existing USAJOBS account.

Follow the prompts to complete the assessment questionnaire and upload required documents.

Please ensure you click the Submit My Answers button to submit your application.

Applications must be received by the closing date of the announcement to receive consideration.

Check application status by logging into your USAJOBS account, clicking Application Status, then More Information for this position. Return to an incomplete application by clicking Apply Online in the vacancy announcement and re-selecting your resume and/or other documents from your USAJOBS account.

To fax supporting documents you are unable to upload, complete this cover page using the following 1098542. Fax your documents to 1-478-757-3144.

You are highly encouraged to submit your application package and complete your assessment questionnaire on-line. If you cannot complete your application package online:

Click to view and print the assessment questionnaire View Occupational Questionnaire.

Print this 1203FX form to provide your response to the assessment questionnaire

You are limited to selecting 10 locations.

Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144. Your 1203FX will serve as a cover page for your fax transmission.

PLEASE NOTE: When completing the 1203-FX, be sure to select only one response for each question. Selecting more than one response for a question may result in your application package being rated ineligible. In Section 25 of the Occupational Questionnaire, you may notice that the numbering restarts with number one. When entering your responses on the 1203-FX form please continue to enter your responses on the next available number within this section. The numbers on the 1203-FX will not match the Occupational Questionnaire once it restarts with number one.

Submission of a resume' or a 1203FX form alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described under Required Documents section.

The IHS provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Human Resources Office (Nathan Anderson, (218)444-0493, and/or NATHAN.ANDERSON@IHS.GOV.) The decision on granting reasonable accommodation will be on a case-by-case basis.

For additional questions please see our Frequently Asked Questions (FAQs) found here:


Required Documentation for Eligibility and Preference:

Resume: You are highly encouraged to use USAJOBS Resume Builder.

Indian Preference Applicants: - If claiming Indian preference for the first time, or if you have no previous documentation of preference, applicants must provide a completed copy of the Form BIA-4432 (expiration date 11/30/2014), "Verification of Indian Preference for Employment in the BIA and IHS Only." Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA Official of tribal enrollment records. For detailed instructions, see form BIA-4432. You must also complete the family history chart if necessary. Current IHS employees with a BIA form on file in their Official Personnel Folder are required to submit a copy of that form with their application. Refer to BIA-4432 link: http:/

Veterans Employment Opportunity Act (VEOA) or other Veterans preference (VRA and 30%or more disabled) – include a copy of your DD-214, if you're claiming Vet preference. For more information please see link at:

Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP) – If you are claiming CTAP/ICTAP, follow the instructions below:

Current or former Federal employee: Include your most recent SF50.

Childcare Addendum form must be included for this position and is available for downloading at:

Your application package MUST be complete by 11:59 pm Eastern Standard Time (EST) on Tuesday, April 29, 2014, the closing of this announcement.


Nathan Anderson

Phone: (218)444-0493

TDD: (301)443-6394


Agency Information:

Indian Health Service HR Center

IHS/Division of Human Resources

522 Minnesota Avenue

Bemidji, MN



Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. Applicant MUST verify the completeness and successful submission of their applications by logging into the USAJobs Application Manager to check the "Status". Your qualifications for the job will be reviewed against other applicants to determine, if you will be referred to the hiring manager for further consideration and possible interviews. We will notify you of the outcome after each of these steps have been completed. After making a tentative job offer, we will conduct a suitability/security background investigation.

You will no longer need to call the HR Office to determine your application status. USAJOBS has added an alert setting to their system to provide status updates for applicants. You can elect to activate the status updates from your USAJOBS profile at any point during the application process.

If all required documentation is not submitted with your application you will lose consideration. It is the applicant's responsibility to verify that information and documents entered, uploaded, or faxed is received, legible and accurate. HR will not modify answers submitted by an applicant.

~ ~ ~ Indian Health Service is an Equal Opportunity Employer ~ ~ ~


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