Administrative Officer

Full Job Description

The incumbent (s) serves as the Administrative Office (AO) for the Ralph H Johnson Community Based Outpatient Clinic (CBOC) in its prospective locations.

The incumbent's responsibilities encompass the management of clinic operations, managing access metrics, human resources, budgetary and financial aspects, the proper utilization of material resources, and the supervision of administrative staff.

The incumbent is ultimately responsible for the successful performance of that CBOC.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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 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-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: Experience that equipped the applicant with the knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to the work of the position to be filled.

To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.

Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Contracting/Procurement Organizational Performance Analysis Planning and Evaluating 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: 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:

Supervisory Duties 25% of the time The incumbent is the direct supervisor of administrative support staff Advance Medical Support Assistants (AMSA) ,Lead Medical Support Assistants, Supervisory Medical Support Assistants, Program Support Assistants, and Information Receptionists.

The incumbent shall develop performance standards, evaluate work performance, and identify developmental and training needs of employees.

The incumbent is responsible for routinely assigning work assignments to subordinates based on priorities and employee's skill sets, assuring work assignments are completed in a timely manner.

The incumbent assists Lead Team Physician and Nurse Manager in projecting staffing needs, writing positions descriptions, developing job analyses, preparing performance plans and appraisals.

Performs disciplinary action(s) and meets with the Union officials on disciplinary actions(s).

Reviews, analyzes, and interprets incoming requests, recommends appropriate action, or suggests appropriate alternatives based on knowledge of internal operations, organization personnel policies, budgetary constraints, and work priorities.

The incumbent serves as the Organization's Training Coordinator and TMS Administrator.

Administrative Management 25% of the time The incumbent directs the administrative management activities of the CBOC, including interpreting administrative policies, developing, and implementing local policies, defining administrative requirements, and/or providing advice to management on related issues.

He/she actively participates in strategic planning, program management, and program evaluation, and ensures that the clinical and administrative functions are integrated to provide optimum utilization of resources.

The incumbent serves as the approving official for supplies and services purchased from the assigned CBOC control points.

The incumbent surveys and analyzes space utilization and recommend plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, and budgetary considerations.

He/she prepares and/or reviews requests for construction justifications, remodeling and alternations to existing work sites, review floor plans and designs of office layouts, and coordinates preliminary approvals and interfaces with Engineering, Facility Planning, and other officials to schedule work or resolve problems.

Performance Improvement/Quality Management 10% of the time The incumbent facilitates the organizations' patient care mission, ensuring quality patient care within the framework of established policy, standards of care, standards of practice and regulatory requirements.

The incumbent identifies practices, procedures, equipment, and supplies that may contribute to a process variance and/or patient injury and communications these findings to Clinic Leadership.

Budgeting/Financial Management 25% of the time The incumbent provides advice to Clinic Leadership and program personnel on budgetary and finance issues.

The incumbent participates with Clinic Leadership in reviewing office needs, plans, and goals to develop budget data and justification for reviewing office needs, plans, and goals to develop budget data and justification for review and approval.

As Budget Officer and cost controller, the incumbent receives general instruction from the Administrative Officer, Primary Care Service Line, CBOCs, but is primarily responsible for management of funds and submission of annual budget.

Procurement & Contracting Management 15% of the time The incumbent manages procurement and contracting for the assigned CBOC.

Initiates and prepares contacts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justification, and communicating both orally and in writing with contracting officers and contractors.

Prepares and review purchase orders for supplies and non-expendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary to the effective function of the office.

The incumbent serves as approving official for obligation and expenditures of funds.

Work Schedule: Monday-Friday 8:00-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies.

This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD078470, PD078620, and PD078600 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required