Administrative Officer - Supervisory

Clarification from the agency

OPEN TO CURRENT EMPLOYEES OF THE VETERANS AFFAIRS AND CAREER TRANSITION PLAN ELIGIBLES (CTAP)

Major duties and responsibilities include:

• Supports the implementation and sustainment of the Patient Aligned Care Team (PACT) model at the VA ACC and the five CBOCs.
• Supports the coordination and management of daily clinical operations in the Primary Care Service by assigning float Primary Care providers to PACT teams in the event of planned and/or unplanned PACT provider leave.
• Covers the roles of administrative subordinates in the event of significant staffing shortages or other unexpected circumstances.
• Is alerted daily to unplanned leave or call offs by PACT providers when the PACT provider at the main facility and/or one of the affiliated Community Based Outpatient Clinics calls the call-off telephone number to notify the SAO of their planned call off.
• Assess The call-off telephone's voice mail from the PACT or FLOAT provider.
• Makes a note of the call off and the expected time period of the call off, either for all or part of that workday.
• Compiles a list of PACT and/or Float providers who have communicated their planned absence for the whole or part of that day.
• Determines the best option for overall clinic (Main and CBOCs) coverage based on the supply of available Float providers by reviewing the number of affected Veterans who will have to rescheduled. The hierarchy is not rigid, although some situations require prioritization.
• Manages the overall supply needs, annual Equipment Inventory Listing (EIL) completion for Primary Care, Urgent Care Center and the Women's Clinic services, as well as material movement for the Primary Care Service and its clinics and follows all VA budget and submission requirements according to VA protocol and regulatory guidance.
• Designs studies and organizational strategies for identifying opportunities to improve customer service, workflows and process quality.
• Is responsible for providing, and on occasion presenting, timely information during weekly and monthly Primary Care meetings, and may be tasked with creating the agenda and taking notes for attendee review in the absence of the Primary Care Health Systems Specialist.
• Directs administrative and technical support services to ensure that inquiries, correspondence, and actions for the department are addressed appropriately. If necessary, formulate information papers and correspondence on a wide variety of subjects. Reviews and evaluates completed staff actions (memos, reports, studies facts sheets, information papers) for overall quality of the document, consistency, logic, soundness of recommendations and compliance with policy.
• Operates computerized programs such as CERNER EHRM, Microsoft Office, Excel, Word, PowerPoint, SharePoint, Outlook and MS Teams and others as needed. Operates in databases such as the VHA Support Service Center (VSSC), VISTA, DSS and Pyramid Analytics.
• Attends local, VISN and national C&P / EH meetings and training sessions relating to the C&P and EH programs.
• Serves as the back-up timekeeper for Primary Care, Women's Health, Military 2 VA (M2VA), Urgent Care Center providers, nursing, and other employees as needed. Is responsible for ensuring accuracy in posting timecards and working knowledge of leave policies and regulations.
• Oversees the daily operation of the unit, ensures that agency polices and priorities are being followed; developed performance standards; and evaluates work performance of subordinates.

Work Schedule: Monday through Friday 7:00am to3:30pm
Telework: This position may be authorized for ad-hoc telework.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer - Supervisory/PD937280
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, 09/14/2026.

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-11 position you must have served 52 weeks at the GS-9. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: directing a personnel management program; providing budgeting and financial management; managing procurement and contracting; managing an accreditation program; providing for the overall administrative management of an organization.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher-level graduate education leading to such a degree, or LL.M., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

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 a Master's Degree (leading to a PhD) and Specialized Experience. Such experience and education must demonstrate the knowledge, skills, and abilities necessary to do the work.

You will be rated on the following Competencies for this 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.

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: The work is mostly sedentary. It will occasionally require carrying of light objects such as files,
books, and papers; some walking, standing, and bending especially during annual or periodic equipment inventories. No special physical demands are required to perform work. There may be a certain amount of mental strain due to time constraints and frequent reviews and reports.

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
• 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
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• Other (1)
• Other (2)
• Other (3)
• Performance Appraisal
• Professional Certification
• 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.

If the above SF-50 does not show you meet the 52-week (one-year) time-in-grade requirement, you must submit an additional SF-50 that shows you held the next lower grade for at least one year.

Veterans' Preference: Veterans' Preference is not applicable to VA employees or employees of other Federal agencies.

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