Administrative Officer

Clarification from the agency

Open to Facility Employees under Lexington VA Healthcare System and CBOCs aligned under Duty Station #596

Major Duties

• Monitors expenditures and suggests reallocations of funds based on shifting program needs.
• Coordinates with the service chief relative to ongoing analysis of space adequacy.
• Serves as the Contracting Officer Representative (COR) for any contracts pertaining to the ED.
• Assists the service chief with recruitment of physicians and other staff including the development of job advertisements.
• Maintains close liaison with other service level administrators and chiefs.
• Determines efficient methods of developing systems to retrieve the required data to realize information needs throughout the department.
• Evaluates the service's operational effectiveness and to determines future modifications and resources required to improve current operations.
• Collaborates with the service chief to ensure integrated goals and priorities for the service are met.
• Assures all licensed independent practitioners (LIP) in the ED are appropriately credentialed and privileged.
• Advises service chief on policies and procedures ensuring compliance with VA regulations, statues, and requirements of various internal and external review bodies.
• Develops new or modified work methods, organizational structures, management processed, staffing patterns, or procedures for administering program services.
• Maintains knowledge of the VA budgetary processes and brings financial considerations to program development and management.
• Oversees the accurate capture of workload (ICD-10 and CPT codes) and medical record information in the ED.
• Monitors the financial performance of the service via VERA, DSS, and other sources.
• Serves as the primary timekeeper for the service.
• Tracks continuing medical education (CME) credits and Advanced Cardiac Life Support (ACLS)/Basic Life Support (BLS) certifications.
• Performs other duties as assigned

Preferred Experience: Office experience, emergency department or clinic experience, familiarity with VA systems and processed, familiarity with timekeeping (VATAS) and provider schedule management.

Work Schedule: Full-Time Monday - Friday 08:00am - 04:30pm
Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD303610
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
• Selective Service Registration is required for males born after 12/31/1959
• 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 or trial 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, 09/18/2026.

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-09 position you must have served 52 weeks at the GS-07. 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:

GS-09

• Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Knowledge of the specialized principles and practices of health care administration, including an understanding of the concepts of a medical care organization, to assist the service chief with management of the service. The incumbent must establish and maintain relationships and obtain cooperation on complex or controversial issues. Assignments require knowledge and skill in applying analytical and evaluative methods and techniques to issues concerning the efficiency and effectiveness of program operations.
  • Substantive administrative support functions such as supply, budget, procurement, and human resources, which serve to facilitate the efficient management of the service. S/he must possess knowledge of pertinent laws, regulations, policies, and precedents which affect the program and related support resources. The work requires knowledge of key issues, program goals and objectives, work processes, and administrative operations of the service as well as the health care system. This knowledge is used to plan, evaluate, and recommend ways to improve the effectiveness and efficiency of service operations including budget forecasting and fund control point management. The assignments require knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness.
  • Knowledge in developing new or modified work methods, organizational structures, management processes, staffing patterns, procedures for administering program services, and automating work processes for the conduct of administrative support functions and program operations.
  • Knowledge of human resources management principles to include writing position descriptions, developing performance standards, appraising performance, recommending disciplinary actions, managing labor relations, and assisting with recruitment and retention. These processes vary for GS, Title 5, Title 38, Hybrid Title 38, and fee-basis employees.
  • Standards and criteria used by internal and external regulatory groups including The Joint Commission, Office of the Inspector General, medical school/residency regulatory agencies, External Peer Review Program, etc.
  • Interprets and implements VA and VISN mandates, regulations, policies, service subject matter expert (SME) and must maintain knowledge of VA mandates and regulations pertaining to the service.
  • Manage comprehensive programs while balancing the duties of other assignments and responsibilities. S/he must conduct analytical studies, assemble data, develop conclusions, and devise solutions. The incumbent must resolve concerns or issues that are not addressed in the guidelines using independent knowledge of the regulations and mandates. S/he must motivate and lead others at all levels of the health care system. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a masters degree or two full years of progressively higher-level graduate education leading to such a degree. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQUIRED). 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 one full year (18 semester hours) of graduate level education. Such education must demonstrate the knowledge, skills, and abilities necessary for the position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQUIRED).

You will be rated on the following Competencies for this position:
Administration and Management
Planning and Evaluating
Compliance
Information Management

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.

Note: 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.

Physical Requirements: Most of the work is performed in an office setting with adequate light, heat, and ventilation. Work is most sedentary, but requires some bending, walking, standing, lifting, and carrying of light items, such as folders/reports to various areas of the Health Care System. Working at a computer for prolonged periods and accessing information from the various computer systems is necessary. The typical office setting is subject to noise and interruptions on a regular basis. The work requires no special physical demands. The work is performed in an office or similar setting requiring normal safety precautions against everyday risks or discomforts. The incumbent may experience some exposure to communicable diseases. The incumbent will be required to visit health care system units, clinics, and pharmacy.

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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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.

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

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.

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

• Resume

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
• DD-214/ Statement of Service
• Disability Letter (VA)
• Performance Appraisal
• Resume
• Separation Notice (RIF)
• SF-15
• 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.

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