Administrative Officer

Full Job Description

This position serves as the Administrative Officer for the Behavioral Health Service.

This position utilizes state-of-the-art management tools/techniques to identify, analyze, and improve the efficiency and effectiveness within the service.

The purpose of the position is to plan, coordinate, execute, and evaluate administrative functions for Behavioral Health Services to ensure that a smooth flow of quality services is provided efficiently, effectively, promptly, and courteously.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2026.

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-09. 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-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Professional knowledge of administrative principles, policies, procedures, and techniques such as organizing, planning and preparation of reports and budgets.

Skill in utilizing analytical and evaluative methods and techniques to assess program development and/or execution to improve organization effectiveness and efficiency.

Ability to orchestrate assignments and other personnel actions, writing position descriptions, preparing performance requirements and appraisals, and coordinating training and development.

Ability to Accurately prepare timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave.

Ability to evaluate facility program operations; identifies problems, inefficiencies, and potential problems; and develops recommendations for the solution of administrative problems and conflicts.

Knowledge of creating presentations and reports; coordinating and scheduling meetings; maintaining and updating department or service-level budget and financial needs.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D.

in a related field or equivalent doctoral degree in Healthcare or Public Policy, Health Administration, or Business Administration, or 3 full years of progressively higher-level graduate education leading to such a degree, or an LL.M.

Must demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Note: Transcripts are 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 the amount required for the next lower grade level may be used to qualify applicants for positions at grade GS-11.

You will be rated on the following Competencies for this position: Managing Human Resources Leadership Manages and Organizes Information Oral Communication Organizational Awareness Planning and Evaluating Problem Solving Control of Funds Customer Service 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: Work is sedentary. Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending.

No special physical qualifications are required.

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:

Advises and provides consultative services, interpreting policies, directives, and high-level VA guidance for the clinical team in their sections.

Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility. Formulates proposed administrative policies.

Provides advice and guidance on the interpretation and application of administrative directives and instructions.

Utilizes quantitative and qualitative analysis and evaluation techniques to advise leadership on the effectiveness of work methods and procedures, information and documentation systems, and similar functions of management in order to ensure short and long-range national, VISN and facility facility-wide strategic initiatives and/or goals.

Participates in the development of strategic long-range plans for the service.

Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements.

Plans and conducts detailed management studies and analyses to determine the impact of service reorganizations and changes.

Compiles and analyzes facts, develops plans, and performs extensive coordination.

Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations.

Oversees a variety of administrative functions in support of BP, GPM, Credentialing, QM/ QSV, PA, and COS Office including but not limited to the distribution and dissemination of controlled and other correspondence, records management, data collection and accurate and timely data reporting, accurately and timely response to actions, secure messages, patient complaints and Congressional requests, and oversight of Credentialing processes within the service.

Reviews and evaluates completed staff actions (e.g., memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy.

Responsible for overseeing proper maintaining and accounting of all Mental Health Service Equipment Inventory Lists (EILs).

Serves as the primary Contracting Officer Representative (COR), which includes coordinating, evaluating, and obtaining procurement packages of new equipment, supplies, and contracts for Mental Health Service.

Determines the need for and initiates/completes special studies and evaluations (including Reports of Survey) as needed to ensure the continued efficient functioning of the Service.

Advises management officials, supervisors, and employees on the interpretation and application of a variety of HR policies, practices, and procedures including staffing, benefits, classification, employee relations, and related areas.

Oversees staff recruitment, training, performance evaluation, and professional development, fostering a collaborative and high-performing team environment.

Prepare position descriptions (PDs), functional statements (FSs), and information related to various position positions for administrative review and submission to Position Management Committee (PMC), entering requests and changes in MSS, and updating and submitting organizational charts for review and approval.

Ensure compliance with employment regulations and institutional policies,.

Recommends internal budget administration policies and procedures, prepares financial reports and forecasts, and presents fiscal data and recommendations to service leadership.

Develops and maintains operating budget for supplies and equipment for the Mental Health Service based on workload requirements, currently technology, and consumption patterns.

Supervises administrative staff and distributes and balances the workload among employees, and reviews the completed work to ensure that work sequence, procedures, methods, and deadlines have been met.

Work Schedule: Monday through Friday 8:00 am to 4:30 pm. Subject to change by supervisor to meet facility needs. Telework: Available Virtual: This is not a virtual position.

Position Description/PD#: 520-03761-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized