Administrative Officer

Clarification from the agency

Current, permanent Veterans Health Administration employees may apply to this announcement.

This position plays a critical role in the effort to meet or exceed performance expectations related to access, patient flow, and timely, efficient and cost effective processes throughout the VISN 4 CCC's and the local medical centers that it supports.

Administrative Management: Incumbent utilizes a broad knowledge of VA manuals, public laws, and VA regulations as applicable to assigned projects. Attends committee meetings concerning such areas as staff, training, budget, etc., Oversee/coordinate the personnel management program and initiatives for their respective service. Delegated to serve as the service POC for Human Resource related issues and will work as the liaison in matters pertaining to staffing and employee relations / labor relations. Assist in the development of performance pay criteria. Assist in the development and coordination of employee schedules and ensuring that timecards reflect authorized schedule. Provides guidance on routine aspects of tasks to support the administration of established quality and productivity programs for the organization. Participates in developing short and long-range goals and in providing guidance for the organization's quality assurance plan. Collects data and analyzes, extracts, summarizes, and identifies significant trends and issues. Forecasts and estimates program requirements and prepares programmatic reports, justifications, charts, graphs, statistical and narrative data, etc. for CCC leadership and stakeholders.

Budget/Financial Management: The incumbent is involved in all aspects of financial management, including budget formulation, justification, assessment, execution and reporting. Orders supplies and equipment for respective area. Must posses a working knowledge of all system programs, as they relate to resources, manpower, equipment, workload statistics, space utilization, etc, which involves gathering and analysis of statistical data, trending studies, and personal observation. Budgetary management includes preparing the initial and on-going justifications, determining the need for budget reprogramming and initiating necessary action accordingly; monitoring expenditures monthly; analyzing, correlating and verifying information. For all fund control points, he/she ensures funds are properly allocated, expended accurately and that invoices are monitored for prompt payment.

Other Duties: Will serve as an alternate ADPAC for the RN and Pharmacy CCC's and will assist the organization's ADPAC with troubleshooting staff concerns with technology and equipment concerns. Serves as a superuser and assists in conducting in-service training to the CCC staff and other identified trainees. May act as the Contracting Officer's Representative (COR) for contracts associated with the VISN 4 CCC. The COR duties include, but are not limited to, monitoring contractor quality and performance, reviewing and certifying invoices for payment, monitoring funds and reporting problems to the Contracting Officer. The COR is responsible for formal training every two years. Prepares contract specifications for required beneficiary travel and equipment maintenance. Coordinates the administrative aspects of office relocations, office construction, and other facility improvements including furniture, equipment, telephones and short-term storage. Performs property management tasks.

Work Schedule: Monday - Friday 7:00am - 3:30pm EST
Telework: Not applicable, this is a remote position.
Virtual: This is not a virtual position.
Remote: This position is eligible for remote work and will be discussed during the interview process.
Position Description/PD#: Administrative Officer/PD016400
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: Position requires prolonged periods of sitting, typing and answering phone calls. The work is mostly sedentary; however, it occasionally requires carrying light objects such as files, books and papers. Telework is encouraged. May require occasional travel. 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, 07/14/2026.

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-9 position you must have served 52 weeks at the GS-7. 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 as described below:

• Specialized Experience: You 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: Familiar with computer systems and thorough knowledge of the operations of the CCC, human resource programs, budgeting, data collection concepts for medical centers, including a variety of operating systems, databases, functions and options, terminal codes, language and computer applications. Skill in applying analytical and evaluative techniques to the identification, consideration and resolution of issues or problems of a procedural or factual nature. Ability to interpret directives and regulation (e.g., public laws, United States Code; Code of Federal Regulations; VHA directives; local system policies) governing eligibility for VHA health care benefits and patient administration. Ability to gather, assemble and analyze a variety of complex data. Prepare and present written or oral quantitative/qualitative reports. Familiar with technical aspects of the hardware and software for output and input of data. Maintain equipment both performing routine service and identifying necessary repairs. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you 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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position (transcript required). OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond graduate education and specialized experience directly related to the work of the Administrative Officer position, which may be may be substituted to meet the experience requirements for GS-09 position. For example, an applicant with 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-09) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-09) would qualify for a GS-09 position.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Attention to Detail
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Teamwork

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

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