Administrative Officer @ Veterans Health Administration

Job Summary

Provides administrative and analytical support for Care in the Community Service by assisting with program operations, data analysis, budget and personnel activities, and process improvement initiatives. Coordinates administrative actions, develops reports, and supports leadership in achieving operational goals while progressing toward full-performance Administrative Officer duties.

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Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/23/2026. 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-07 you must have served 52 weeks at the GS-05. For a GS-09 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: Specialized Experience GS-07: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: assisting with administrative management functions; collecting, validating, analyzing, and maintaining program data; preparing reports, correspondence, and tracking tools; supporting budget, personnel, procurement, and program operations; utilizing automated data systems to retrieve and monitor information; coordinating actions among program stakeholders; researching administrative issues and recommending solutions; and applying established policies and procedures to support organizational effectiveness and program goals.

This experience must demonstrate the ability to develop the knowledge, skills, and abilities necessary to perform increasingly complex Administrative Officer duties under guidance and supervision; 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 degree, or 2 full years of progressively higher level graduate education leading to such a degree. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and 1 year of creditable graduate level education. Specialized Experience GS-09: You 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: managing administrative support functions for a healthcare or program office; coordinating personnel, budget, procurement, and operational activities; analyzing program data and performance measures; preparing management reports and correspondence; developing and tracking project plans; interpreting and implementing policies and procedures; and advising leadership on administrative, operational, and organizational improvement initiatives; OR, Education: Applicants may substitute education for the required experience.

You must have an combination of specialized experience and 2 years of creditable graduate level education. Preferred Experience: Experience in administration, reception, customer service or a related setting. Experience with administrative, clinical, timekeeping, and or other reporting systems. Experience using VA systems such as VistA, CPRS, VSSC, TriWest Portal, MSS, WebHR, VetText, SharePoint, Access, SQL, PIV, and or other related operational or reporting tools.

Experience as a Government Purchase Card holder or with federal procurement and reconciliation requirements. Knowledge of Lean, process improvement, workflow mapping, project management, or performance-improvement methods. Experience supporting Community Care, Veteran Care Agreements, referrals, consult management, clinic build, Veteran access, care coordination, patient transfers, scheduling, or utilization-management processes.

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/.

Major Duties

• Duties include but are not limited to: Develops and manages project plans that identify scope, milestones, responsibilities, deadlines, deliverables, and data requirements; maintains action-item logs, suspense lists, project trackers, and follow-up tools, obtains progress updates, communicates recommendations, and monitors assigned actions through timely closure.
• Uses Microsoft Office, VistA, CPRS, VSSC, TriWest Portal, MSS, PIV, VetText, WebHR, SharePoint, Access, SQL, and other VA Long Beach systems to retrieve, validate, analyze, report, and maintain data; develops reporting templates and analyzes labor mapping, staffing distribution, workload, productivity, and resource utilization to support operational planning and staffing decisions.
• Maintains CCS SharePoint content, document libraries, permissions, trackers, forms, policies, and program resources; ensures materials remain current and accessible to authorized users.es/projects/issues.
• Administers VetText and related Veteran communication tools and coordinates associated administrative support and stakeholder communication.
• Serves as the CCS administrative subject-matter expert for consult and clinic-build processes; coordinates clinic profiles, consult workflows, templates, access requirements, testing, maintenance, and stakeholder communication.
• Partners with Human Resources to coordinate position descriptions, recruitment, personnel actions, onboarding, training, telework agreements, employee awards, performance-management support, and employee-relations activities; initiates, tracks, and monitors SF-52 and other staffing actions through WebHR or successor systems and advises leadership on applicable policies, documentation, deadlines, and action status.
• Coordinates timekeeping, time-card review and corrections, leave tracking, and related workforce documentation to support accurate and timely processing.
• Coordinates clerical and administrative support, including meeting scheduling, agenda preparation, meeting minutes, correspondence, mail distribution, records management, confidential personnel files, and document routing.
• Provides responsive, professional customer service to Veterans, community providers, employees, clinical teams, leadership, and other CCS stakeholders; reviews inquiries, complaints, and operational concerns, resolves or coordinates their resolution, and maintains effective working relationships across services.
• Coordinates safety, space, equipment, and facility-related activities, including work orders, office moves, equipment requests, and space requests; monitors issues and requests through completion.
• Coordinates the Delegation of Authority (DOA) process by tracking requests, maintaining supporting documentation, routing approvals, updating records, and ensuring delegations remain current.
• Manages Veteran Care Agreements (VCA) and related administrative activities by tracking agreement status, maintaining required documentation, coordinating approvals and renewals, supporting provider and stakeholder communication, and ensuring compliance with applicable requirements.
• Serves as the Government Purchase Card holder; completes purchases, reconciliation, supporting documentation, approvals, and recordkeeping in accordance with applicable VA and federal requirements.
• Advises the Chief and supervisors on administrative operations, program planning, organizational structure, policy interpretation, workforce matters, and operational priorities; reviews requests and recommends actions or alternatives consistent with applicable requirements, available resources, and service priorities.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday, 7:30AM-4:00PM Compressed/Flexible: At Management's Discretion Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD022749 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

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

The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. 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.