Administrative Officer

Full Job Description

This position is located within Social Work Service at the Cincinnati VA Medical Center and reports directly to the Chief of Social Work Service.

The incumbent acts within the guidance and direction of the Chief of Social Work Service to oversee, manage, direct and perform all administrative duties and business activities of Social Work Service in support of the VA, VHA, VISN, and Social Work Service goals and objectives.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/22/2026.

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-7 position you must have served 52 weeks at the GS-5.

For a GS-9 position you must have served 52 weeks at the GS-7.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.

To qualify for this position at the GS-7 level, you must meet one of the following: SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-5 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position.

Specialized experience includes: perform administrative functions that include administration, human resources management, budget and finance, management analysis, office support services, and document control.

Manages and sets priorities of the of administrative functions, human resources, budget, and space based on the needs of the service.

Recognize needs of the service and initiate own work assignments without direction.

NOTE: 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.

~OR~ EDUCATION - Have successful completion of one (1) full year of graduate education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

~OR~ Superior Academic Achievement (SAA): SAA at the baccalaureate level in the coursework detailed above is fully qualifying.

Applicants who wish to apply under this provision must submit proof from their educational institution that they meet one of the criteria listed below.

To qualify for SAA, applicants must have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following: Rank in the upper one-third of your class in the college, university or major subdivision.

A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study.

A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study.

Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies.

For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. For more information regarding SAA please visit http://www.opm.gov/qualifications/SEC-II/s2-e5.asp#e4f.

COMBINATION - Possess equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

To qualify for this position at the GS-9 level, you must meet one of the following: SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position.

Specialized experience includes: interprets administrative policies, developing local polices, defining administrative requirements, provides substantial input into policies and action plans to ensure compliance with appropriate entities, establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures.

Coordinates the personnel management program for service, performing or overseeing all aspects of human resources requirements.

Advises on procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities.

~OR~ EDUCATION - Have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D.

in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation.

~OR~ COMBINATION - Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

Physical Requirements and Work Environment: 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) is 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.

The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting, and training rooms.

The work area is adequately lighted, heated and ventilated. Work will be conducted in a safe manner adhering to Medical Center safety policies.

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:

The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati, OH and Fort Thomas, KY serving 15 counties in Southwest OH, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH.

The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division.

Duties: Independently responsible for and manages all aspects of the Social Work Services administration.

Interacts with all programs and Veterans Health both on a professional and administrative level in performing assigned duties and is in daily contact with other departments throughout the system on administrative matters for personnel, supplies, equipment, purchases, timekeeping, reports, audits and budgets.

Ensures that all VA and Social Work Service standards for administrative procedures are met and incorporated consistently.

Ensures development and submittal of resource requests and manages position description and functional statements for classification as well as recruitment and hiring actions.

Oversees submission of appropriate forms/paperwork for appointments, promotion and performance.

Maintains records of vacancies within SWS, due to resignations, promotions, transfers and retirement and ensures that all documents needed for HR are completed.

Serves as the ambassador for SWS with all employees. Completes welcome letters and ensures that onboarding processes are completed in a timely and thorough manner. Meets with all new staff to SWS.

Ensures that position descriptions and functional statements are up to date and completed. Ensures that the e-clearance process is completed for all staff who are separating fromthe Service.

Ensures that administrative functions of clinical care are performed including encounters, notes, consults, etc.

are completed within prescribed timelines in order to ensure proper and timely patient care.

Provides reports to Service Chief and SWS Leadership regarding timeliness of documentation, productivity, data analysis, and other metric reporting tools to ensure that SWS operations are performing efficiently and effectively.

Responsible for overseeing training of new timekeepers in SWS and ensures SWS timekeeping delegation of authority memos are up-to-date and submitted timely.

Incumbent will also assign new staff to appropriate T&L. Serves as the liaison with Payroll and Fiscal to ensure that any changes to procedures are implemented within SWS timekeepers.

Manage and train all SWS PIV sponsors who oversees the documentation and processing of personnel actions for the SWS staff in accordance with local policy.

Overall responsibility for on-boarding newly hired staff as well as incoming Social Work MSW Student Trainees.

Responsible for overseeing assigned mandatory training execution such as those found on the Talent Management System (TMS).

Responsible for equipment inventory and accountability, plans for equipment replacement according to its expected life cycle or actual condition, reports of survey, Service supply ordering, completes Maximo requests; supply and equipment ordering, etc.

Monitors the SWS utilization of resources in all fund control points, advising the Chief of SWS of the status of funds, risks, issues, concerns and opportunities.

Assists the Chief of SWS with the formulation of budgetary plans for SWS.

Responsible for the formulation and execution of budgetary plans for all of SWS functions, managing four major Fund Control Points.

Acts as a certified Level 1 Contracting Officer Representative (COR 1) on existing contracts and assists in the development of new contracts for the Service.

Responsible for the Main SWS phone line, triaging calls from Veterans and their families and assisting them with general needs.

Serves as the All Employee Survey champion for the Service, ensuring that new staff are assigned to appropriate email and TEAMS communication forums and that all staff members are aware of Service wide activities and initiatives.

Serves as a member of the Social Work MSW Committee and ensures that all administrative and onboarding requirements for MSW trainees are completed in a timely manner.

Responsible to the Records Manager and the SWS Chief for the full implementation of the records management program for SWS. Work Schedule: Monday - Friday, 8:00am - 4:30pm. Telework: Not available.

Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD93472-0.