Administrative Officer

Full Job Description

This position functions as an Administrative Officer (AO) for the Dental Service at the VA St. Louis Healthcare System (VASTLHCS).

The primary purpose of the position is to support the service and represent the Chief of Dental in all administrative matters.

The work involves the coordination of Dental administrative duties both within the service across its two clinical locations as well as with key personnel in other service lines.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/17/2026.

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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include but are not limited to: Providing administrative management for the Dental Service.

Advising, planning, developing policies, implementing and evaluating administrative processes and programs such as contract and funds management, staffing efficiency, labor mapping, dental laboratory operations; Interpreting administrative policies, developing local polices; Preparing and gathering data for the composition of information papers, reports, graphs and charts, and correspondence for all administrative functions; Providing advice on interpretation and application of a variety of human resources policies, practices and procedures that affect the Dental Service; Coordinating and monitoring training and education requirements; collaborating with the Chief of Dental on budgeting and fiscal management, analyzing Federal budget calls, and reviewing guidelines and instructions.

You will be rated on the following Competencies for this position: Administration and Management Conscientiousness Customer Service (Clerical/Technical) Financial Management Program Management 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 primarily sedentary and is usually accomplished while the employee is comfortably seated at a desk or table.

Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) are required.

Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets.

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:

Major Duties: Works with Human Resources in recruiting new employees, maintain organizational chart, and submitting requests to fill vacancies.

Maintains a high-level liaison relationship with top Medical Center management, service chiefs, supervisors, contracted personnel, and key VISN personnel. Manages budget formulation and execution.

Recommend adjustments to current and future needs based upon past and forecast performance.

Plans inspections, ensures compliance with safety policies, and devises creative solutions to correct or prevent safety hazards. Manages procurement and contracting for the Dental Service.

This may include preparing procurement requests, evaluating proposals for work, acting Contractor Officer Representative (COR) for procurements, and/or maintaining procurement and contracting records as applicable.

Completes special projects in support of the policy development and/or technical/program activities of the organization/Service line.

Performs work involving the collection, compilation, and/or tracking of data and statistical information related to the Dental Service in support of operations.

Interprets and applies Service, Medical Center, and local/state/federal policies in regard to Dental Service operations. Administer and monitor Dental Service programs.

Prepares and analyzes reports daily.

Demonstrates a high degree of initiative and ability to efficiently solve a wide variety of issues, anticipating the needs of Dental Service staff and ensuring those needs are met.

Responsible for equipment accountability and scheduling maintenance. Advises Chief, Dental Service on acquisitions and turn-in.

Develops, monitors, and reports on internal controls to reduce, eliminate, and prevent fraud, waste, and abuse.

Develops long and short-range policies consistent with Service, Medical Center, and VA mission and goals. Administers quality, safety, and productivity initiatives.

Plans, schedules, and conduct studies to evaluate effectiveness and efficiency of organizational productivity. Recommends alternate courses of action to mitigate negative results.

Plans and organize the service's administrative needs. Informs Chief of potential issues with alternate courses of action.

Conducts communication with management at various levels within the Medical Center. Influences and motivates Dental staff to avoid organizational conflict.

Communicates with other stakeholders (internal and external), organizations, and persons to ensure eligibility and address concerns.

Informs and assists Chief, Dental Service on issues concerning departmental staffing and personnel actions.

Provides administrative support and advice to Chief and staff concerning service operations to improve efficiency, effectiveness, and quality of care.

Responsible for Dental Laboratory Management, operations, and supervision of staff. Treats customers in a courteous, tactful, and respectful manner.

Handles conflict and problems constructively and appropriately. Follows regulations and instructions regarding access to information and information systems.

Work Schedule: Full-time 07:00 am -15:30 pm Monday - Friday Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD103840 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized