Management Office

Alan Scott Gibbs

*** ********* **.

Washington, WV 26181/USA

Mobile: 304-***-****

Email: ****.*.*****@*****.***

Availability

Job Type: Permanent

Work Schedule: Full-Time

Desired locations:

United States

Work Experience:

Department of Health and Human Service/

Food & Drug Administration

Winchester, MA United States

Supervisory Administrative Management Specialist

(This is a Federal Job)

Supervisor: John Messana

Okay to Contract this Supervisor: No (Contact me First)

Supervisor providing occupational specific technical and administrative direction to three or more subordinate employees performing the work and functions of the organization.

Obtains resources and identifies strategic objectives for the organization.

Defines jobs, selects employees, and assigns work; defines technical work requirements and milestones; evaluates the organization and employee accomplishments by accepting or rejecting work products; and presents and defends organization and employees work to senior management and other offices.

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Recommends employee promotions and recognition; approves leave; implements performance modifications and takes corrective actions as appropriate.

Provides equal opportunity in all Federal human capital and employment programs regardless of race, color, gender, national origin, religion, age, disability, genetic information, sexual orientation, affiliation or non-affiliation with a labor organization, political affiliation, status as a parent or gender identity.

Provides employees resources and information that insures a safe and healthy work environment.

Supervises an administrative support staff for providing essential centralized management services and other critical administrative management support functions for the assigned Office. Administrative management programs supervised include but are not limited to: human resources management, budget development and monitoring, accounting and financial management, telecommunications, contracts and procurements, management and program analysis, Information Technology, property management, supply and inventory management, mail and file and correspondence management, fleet management, etc. The incumbent provides leadership and guidance and directs the development of long-range strategic and operational plans and systems for either the Administrative Branches or team’s administrative management activities, and is responsible for ensuring continuity of administrative management operations.

Directs and approves management studies, provides advice on labor relations issues, budget and financial plans, procurement and property matters, travel requests, space plans and requests, personnel actions, training requests, ADP needs, etc. Manages and administers the Office resources described above, with delegated authority for authorizing commitments required to implement and support ongoing programs as well as authority to approve personnel actions. Ensures the equitable distribution of operating and contract dollars and full time equivalents (FTEs). This includes analyzing current management and organizational practices to identify vulnerable areas of fraud, waste and abuse and developing solutions and safeguards to eliminate risks. Coordinates administrative support for the assigned Office with the appropriate management officials in other ORA components and Offices/Centers throughout FDA.

Assures that all administrative actions are in compliance with the Department of Health and Human Services, FDA, District/Program Division Office and/or laboratory regulations and policies and exercises full delegated authorities in all areas.

Serves as a subject-matter expert (SME) in administrative programs and management operations. Functions as an executive assistant to the Director for program support operations; senior advisor for special circumstances or areas of concern or special interest by the management staff. The incumbent is the primary advisor to the Director in the areas of program support and administrative management. Coordinates and participates with senior management in the development and implementation of programs, policies, standards, procedures, and guidelines in the areas of administrative/ operational management, program and financial planning and evaluation, and other related activities in support of major ORA Office programs and functions.

Meets and interacts regularly with the Director and Office management on ad hoc basis to address issues and problems of an emergency nature needing immediate attention. Participates with the Director and other senior staff in planning, coordinating and reviewing ORA's programs, resources, and activities. Participates in the review of future proposals for resource allocation. Reviews plans submitted by commodity, geographic, and or laboratory Office and makes recommendations or suggestions for the best alternative methods for obtaining the necessary resources required to accomplish the mission of the organization.

Provides authoritative advice and guidance on management policies, guidelines, issues and concerns that directly impact administrative management programs and initiatives. Provides leadership and direction for effective, uniform, and economical accomplishment of Office administrative management function.

Principal advisor to the Office Director for planning and implementation of national resource management policies.

Manages various administrative programs in support of office operations. Programs managed are crucial to the office’s ability to meet Agency objectives, program goals, and regulatory mission requirements.

Is responsible for the implementation, management, and coordinating of Office special emphasis programs. Acts as the representative for these programs and performs outreach and networking activities for programs associated with special emphasis programs.

Responsible for the periodic preparation of a variety of administrative management reports on a regular and recurring basis, and for the development of special request reports when requested by Office components.

Coordinates and manages all activities of the Board of Survey (BOS). Conducts and leads committee meetings with BOS committee panel. Compiles property reports for lost or stolen equipment for BOS committee review and investigation. Reviews committee recommendations for incidents. Calculates property loss appraisal of lost/damaged/stolen property. Submits BOS findings for reviews. Is responsible for notifying employees of BOS findings. Serves as point of contact for property repayment from employees.

Disseminates repayment to appropriate accounting personnel.

As the lead/administrative point of contact, the incumbent is responsible for planning, managing, and coordinating a broad range of studies and program analysis activities covering technical and management facets of Office operations. The purpose of the studies and projects is to identify, evaluate, and resolve issues and problems in specific programs which are discreet to an organization, are related to similar organizations both within and outside the Office, and may also involve consideration of other administrative support activities. The findings of studies often times have national impact and result in changes, modifications, revisions to national level standard operating procedures (SOPs) or development of new SOPs.

These studies are directed at providing the Director and subordinate management staff with data, findings, and recommendations in support of the program planning and control process. They may include such items as management surveys, new and refined standard operating procedures and special initiatives of the Director and a host of similar projects. Ensures the equitable distribution of operating and contract dollars, FTE’s and efficient use of facilities throughout the District/Program Division Commodity Office.

Develops new or revised operating policies in connection with the Office functions and programs. Reviews and comments on new and revised management programs, policies, and efforts and is expected to complete special assignments and studies as directed. These activities are directed towards assuring that management policies and resource allocations within the Office are effective in terms of the needs, priorities, policies, and program objectives.

Serve on national task forces and committees dealing with nationwide administrative problems and issues that may have been chronic areas resistant to positive and permanent solutions. Plans and oversees a variety of special programs and initiatives to support the Office’s mission critical goals.

Manages the quality assurance program as it relates to all the administrative services and functions. Ensures guidelines are coordinated and corrective actions implemented adhere to Quality Management principles and guidelines.

Is responsible for the implementation of administrative quality assurance programs, principles, and procedures; and various continuous process improvement activities necessary to execute activities and enhance productivity.

Responsible for Section 508 compliance activities as it relates to programs managed.

Administers the Federal Manager's Financial Integrity Act (FMFIA) requirements. Ensures that management's internal control plans are developed so that all Office assets are safeguarded against fraud, waste, abuse, loss, unauthorized use, and misappropriation.

Serves as the Safety Officer, responsible for managing all safety program responsibilities and Occupational Safety and Health Administration (OSHA) reporting. Is responsible for implementing sound occupational safety and health principles, methods, standards, regulations and policies necessary to carry out and plan an efficient and effective safety program for Office employees. In the laboratory setting, works closely with assigned Industrial Hygienist to implement the Occupational Safety Program. Is responsible for developing and managing Office safety evacuation plans (i.e., fire drills) and Shelter-in-Place program. Manages and coordinates periodic inspection of fire extinguishers, sprinkler systems, elevators, and other related safety equipment and systems.

The incumbent is responsible for all Office physical security, and system security management programs, including key control, electronic access control systems, FDA security systems and all related physical security program activities. Coordinates implementation of the aforementioned security elements with appropriate contacts in senior level offices.

Responsible for the management of Office buildings and facilities operations and maintenance. Determines office needs. Plans, manages, coordinates, and conducts workload analysis; plans and schedules site visits based on needs of Office; develops floor plans; identifies space requirements; and participates in market surveys. Coordinates with applicable agency representatives (e.g., Office of Facilities Engineering and Mission Support Services, General Services Administration, etc.) to affect acquisition, maintenance, renovation, repairs, and other activities associated with facilities management.

Responsible for carrying out assigned duties in a manner consistent with the safety policies defined by the supervisor. Reports safety hazards, potentially hazardous situations, and close calls to the supervisor. Assists the supervisor to identify and eliminate un-safe conditions.

Responsible for applying quality control systems and quality assurance methods to determine risks and compliance standards for work and implements associated risk mitigation actions. Ensures work meets Agency quality requirements and agency contracts, as modified.

The furthering of the organizations equal opportunity goals is a requirement of this position. The incumbent is responsible for applying equal opportunity principles in all individual, team, and work place activities.

The incumbent is responsible for furthering the goals of equal employment by taking positive steps to assure the accomplishment of affirmative action objectives and by adhering to non-discriminatory employee practices in regard to race, color, religion, sex, national origin, age, or handicap. As a supervisor, the incumbent initiates non-discriminatory practices and affirmative action for the area supervised in the following: 1) merit promotion of employees and recruitment and hiring of applicants; 2) fair treatment of all employees; 3) encouragement and recognition of employee achievements; 4) career development of employees, and; 5) full utilization of their skills.

Serves as a Facility Manager with responsibility for the on-site safety and health of buildings, occupants, and equipment. Responsibilities may include: conducting monthly safety inspections, disseminating safety and health information and regulations to building occupants, and managing mishaps reporting and investigations.

Bureau of the Fiscal Services

Parkersburg, WV United States

Human Resources/Training & Organizational Development Specialist (This is a Federal Job)

Supervisor: Cheryl Adams

Okay to Contract this Supervisor: No (Contact me First)

Serves in the Human Capital Division, Training and Organizational Development Branch at the Bureau of Fiscal Service. Performs administrative, evaluative, and technical work concerning Human resources employee development and training of all government Employees.

Conducts training and need assessments for positions with specialized skills, e.g., technical, professional, managerial, or administrative, for substantial segments of employee development functions(s) of moderate size, e.g., Service Wide Training Fund, supervisory and managerial development, technical training, or equivalent programs.

Independently develops solutions to plan for training needs based on the mission and costs for organizational or functional segments of the employee development program for technical, professional, administrative, managerial or similar occupations. Determines equipment, manpower, facilities and other resources. Solutions may include contractor provided training which entails course modification to meet specific program needs. Evaluates training effectiveness in meeting the identified needs, security programs which includes contractors, budget/fiscal matters, meaning being able to balance budget, as well as credit card accountability.

Serve as key advisor on administrative matters, which includes records management, disposal of records.

Advises employees, supervisors, and managers on employee development program policies, processes, regulatory requirements and procedures. This includes answering inquiries about training opportunities, availability, and eligibility along with guidance on preparing and processing SF-182’s, learning management system registrations and on-line courses.

Conducts studies and prepare reports to determine immediate and long-range training needs, program goals and resources needed by management. Analyzes short and long term trends in bureau training patterns and develops practical strategies to improve the delivery of employee development services in the most cost-effective way possible. Advises management on enhancing employee potential through training, and/or assists in resolving employee relations or skill imbalance problems, and/or helps to plan organizational or procedural changes by advising on skills sources, availability and utilization. Influences and persuades management and other employees to accept and implement training and developmental practices or program improvements based off of studies and the results those studies produces.

Develops and/or administers one or more major functional segments of the employee development program that include supervisory and management training, professional training, technical training, new employee orientation, and other special developmental programs. Program administration responsibilities range from arranging training through follow-up action on training received, regulatory review of training requests, formulation of Individual Development Plans, and/or formulation of organizational training plans.

Independently developed, revised and delivered full-length courses which require substantial changes in materials, content, training aids, and instructional methods and techniques to meet their coverage or usefulness requirements. Acquired and arrange in-house courses and seminars through public and private vendors and follows procurement and budget procedures in doing so.

Developed, modified, conducted and/or oversaw the presentation of comprehensive and refresher training in employee development policies and procedures in such areas as needs assessment, training plan development, mandatory training requirements, and special training programs.

Initiated contacts with managers to ensure their office's developmental needs are being met satisfactorily. Explored opportunities and made recommendations to enhance customer service and to accomplish duties more effectively and efficiently.

Experience in the application of management concepts, principles and techniques to provide resource recommendations to management; analyze and measure the effectiveness, efficiency, and productivity of work and administrative processes. Experience with utilizing fact-finding and investigative techniques to write both technical and non-technical reports.

Prepared program publicity and/or local instructions implementing portion(s) of the employee development program. Drafting program briefings, papers and/or reports. Performs functions with other program officers in planning project and recommending new or modifying existing administrative program techniques and procedures.

Reviewed and provided recommendations and comments for proposed legislative and/or Treasury regulations for development or modifications relating to employee development programs and initiatives.

Provided analytical and detailed documentation in support of bureau reporting requirements, ensuring standard and accurate information conforms to requests.

Serves as an HR Specialist for the Learning Management System (LMS), providing expert assistance and advice on functionality, system management, configuration, standard operating procedures, user job aids, help desk preparation and end user training.

Prepares action plans and schedules for upcoming LMS system or functionality changes or upgrades.

Plans, coordinates and establishes standard operating procedures for LMS use including user job aids and training material updates.

Performs as an LMS subject matter and functionality expert in varied projects.

Collaborates with servicewide learning program managers, project, and technical staff seeking LMS based solutions for managing program, data and reporting needs.

Establishes system operating methods, procedures and change documentation.

Develops project plans, perform research studies, prepare white papers and recommendations, and prepare LMS functionality demonstrations.

Demonstrates, brief and deliver work products including white papers, recommendations, analyses and presentations to a varied audiences including employees, managers, analysts, specialists and executives

SharePoint and online content manager. Populate information in SharePoint and create/modify views. Design and build InfoPath data collection tools. Documenting processes such as tracking metrics, reporting systems, analyzing data and implementing quality control processes.

Sets priorities and preparing schedules in order to meet program schedules and objectives; plans, organizes, and directs team studies; effectively negotiates with management on implementing recommendations; managing a schedule and creating/implementing a project management program; working and assisting with management on staffing and offsite administrative programs; setting priorities that allow for the completion of tasks; coordinating reports, initiating personnel actions and reviewing position descriptions

Performs liaison functions with other program offices to resolve and assist with planning and/or projects on a need be basis. Provides comprehensive advisory and technical services. Participates and makes contributions to management decisions in assigned areas.

Analyze and evaluate efficiencies and productivity of program operations involving/recommending changes or improvements to certain programs. Perform studies and develop procedures involving certain programs and operations and participate in studies and recommending changes and/or improvements to work methods and procedures.

Monitors obligation and expenditures of funds to ensure funds are allocated properly and obligated correctly. Develop and implement programs, policies, and guidelines. Analyze financial, personnel, and material needs to provide recommendation on utilization of resources, conduct studies and reports for management as needed.

Serves as a Contracting Officer Representative (COR) Level II. Provides contract oversight to guarantee effectiveness and objectives of the contract. Provide oversight of contracts, preparing Statement of Work (SOW) and Request for Proposals (RFPs). Monitoring overall performance of the contract and paying invoices.

Conducts briefings to senior management on new program developments and trends. Develops new or modified administrative program worth methods, approaches, or procedures for delivering effective service to customers.

Provides advice to management on complex program issues. Applies wide range of administrative program concepts, laws, policies, practices and analytical methods and techniques to address substantive technical issues.

Bureau of Public Debt

Parkersburg, WV United States

Program Specialist (This is a Federal Job)

Supervisor: Debra Stephenson

Okay to Contract this Supervisor: No (Contact me First)

Acts as a liaison between program office and Procurement,

as needed, for the purpose of facilitating basic IT purchases, including assisting Procurement in performing market research with a variety of contractor and consulting resources

Serving as the Contracting Officer Representative (COR) Level II for IT-related contracts; and participating on technical evaluation teams in conjunction with technical experts from ISS for the purpose of making recommendations for award to Procurement officials. Technical evaluation team responsibilities include applying discretion in convening appropriate ISS personnel at all levels, including management, for the purposes of making decisions that will affect strategy or approach to a particular IT solution. COR responsibility includes analyzing existing maintenance agreements at least annually and suggesting revisions or improvements to Procurement and tracking and reporting regularly on the status of contracts to the Team Lead or Branch Manager.

Prepares documentation to support IT acquisitions. This includes preparing supplemental documents, such as requirements analyses, for acquisitions that exceed $100,000 that illustrate options considered and justifies the option selected, considering the total systems life cost.

Assists in coordinating ISS’s financial management program, including participating on project teams from multiple service lines to obtain input needed to compile financial reports and verify data; analyzing general and specific laws, regulations, and policies affecting ISS financial management and recommending policies and procedures to be enacted to facilitate the gathering of information necessary to satisfy requirements; and communicating operating instructions and deadlines to ISS budget contacts, including following up to ensure information is received timely and accurately and resolving and clarifying questions on discrepancies or incomplete data.

Assists in managing ISS's budget for all available funding sources (i.e. appropriated, franchise, no-year, and multi-year funds). This requires, but is not limited to, reviewing standard information technology-related plans and proposals to determine any potential impact; recording and monitoring the impact of staffing actions, acquisitions, training, travel, etc.; and writing or editing statements justifying funding requests.

Allocates ISS’s expenses by maintaining records that support obligations and expenditures using automated tracking systems and monitoring the use and rate of expenditure of budgeted funds. Use Invoice Processing Platform (IPP) to pay ALL invoices against contracts that have been awarded.

Conducts analyses and studies dealing with routine issues relating to acquisition and maintenance of IT equipment and software. The results of these studies are provided to management through the Team Lead and or Branch Manager in order to develop IT strategies and form bases for plans of action.

Drafts summaries that include findings, conclusions, and recommendations that ensure work is performed adequately and supports conclusions reached. Analyzed and evaluated effectiveness of programs and operations in meeting goals, measures and objectives. Establishes methods and techniques in projects and studies pertaining to audits, inspections and evaluations.

Serves as part of an evaluation team that deals with implementation of new business processes/solutions and experience in facilitating meetings with program offices on the outcome goals and solutions.

Experience in the application of management concepts, principles and techniques to provide resource recommendations to management; analyze and measure the effectiveness, efficiency, and productivity of work and administrative processes. Experience with utilizing fact-finding and investigative techniques to write both technical and non-technical reports.

Trained all personnel in AOS on the implementation of the Service Request Catalog (SRC), which meant drafting SOPs for guidance and procedures. Trained Personnel in Hyattsville on new procedures as well. Implemented a new SOP for how to input requests into PRISM, which shared with other CORs. Also created the SOP on new procedures for requesting “Printer Repairs”. Training Coordinator for AOS Division.

Maintains ISS service line cost models by inputting and maintaining those cost models in software designed for franchise costing and forecasting. Regularly provides written status reports of progress on work being performed and projects completed to the Team Lead and or Branch Manager.

Assign all work actions that comes into the box to fellow co-workers making sure that work is distributed fairly and evenly. Travels, on occasion, to attend IT conference conventions and or training events. Performs other duties as assigned or required.

Sets priorities and preparing schedules in order to meet program schedules and objectives; plans, organizes, and directs team studies; effectively negotiates with management on implementing recommendations; managing a schedule and creating/implementing a project management program; working and assisting with management on staffing and offsite administrative programs; setting priorities that allow for the completion of tasks; coordinating reports, initiating personnel actions and reviewing position descriptions

Analyze and evaluate efficiencies and productivity of program operations involving/recommending changes or improvements. Perform studies and develop procedures involving certain programs and operations and participate in studies and recommending changes or improvements to work methods and procedures.

Serve as a principal advisor on key administrative matters, which includes records management which includes using property management, reconciling inventory and resolving any issues. Maintaining inventory reports, records and excess inventory of all items assigned. Security programs, safety matters, and credit card accountability in training fellow coworkers.

Bureau of Public Debt

Parkersburg, WV United States

Human Resources Specialist (This is a federal job)

Supervisor: Mr. Dalton Ferrell

Okay to Contact this Supervisor: Yes

Working with franchise customers, both Treasury and Non-Treasury. Performing the duties of an HR Specialist (Recruitment & Classification), posting announcement to USAjobs, reviewing applications for minimum qualifications, referring lists of eligibles to managers (both Merit Promotion and DEU), and classifying new position descriptions in both GS and other pay plans.

Worked closely with management and supervisory officials to identify appropriate recruitment sources such as merit promotion, reassignment, transfer, and competitive, special authorities such as VRA, Employment of Persons With Disabilities or other appropriate alternatives.

Establish job vacancy questions and specialized experience statements, build job vacancy announcements using Career Connector.

Review; analyze documentation to determine eligibility of applicants. Serve as a Technical Advisor to rating panels/evaluation officials.

Researching technical questions referencing 5 C.F.R, agency merit promotion policies, agency collective bargaining units, DEU manual, pay setting regulations, OPM's qualification standards, OPM's position classification standards, veterans guide, Data Standard Codes, and the Guide to Processing Personnel Actions. Providing technical guidance to managers for Recruitment and Classification issues.

Independently researching and providing viable solutions to customer’s unique needs and requests. Reviewing personnel actions such as appointments, position and pay changes, change in tenure, leave without pay, change in veteran’s preference, etc, verifying that the proper nature of action, legal authority, salary, probationary period, and tenure codes

Contact this candidate