Administrative Officer

Full Job Description

The purpose of the position is to direct and perform all administrative functions for the assigned service, including program administration, personnel management, business operations, financial management, quality assurance, facilities management, and various related administrative matters in support of the Beckley VA medical facility.

The position is assigned to a complex clinical service containing numerous sections that provide complex clinical care across outpatient care settings.

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-09 position, you must have served 52 weeks at the GS-07. 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: GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to, knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of service programs and activities; Skill to plan organize, and direct team improvement and system redesign work and to negotiate effectively with management to accept and implement recommendations where proposals involve substantial resources; knowledge and skill in applying analytical and evaluative methods and techniques to assess programs for effectiveness or improvement of management processes and systems; synthesize findings and prepare recommendations for SVAHCS-wide policies which change the way system-wide programs are carried out 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 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 field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education, successfully completed graduate-level education (in excess of the first year or 18 semester hours), and specialized experience to meet total experience requirements).

GS-11 Specialized Experience: You must have one (1) full year of specialized experience equivalent to the GS-9 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: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions.

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: 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.

or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M.

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

Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education, have successfully completed graduate-level education (in excess of the first two years or 36 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.

Preferred Experience: Experience in managing administrative functions within a healthcare or government environment. Proficiency in using VA-specific software systems (e.g., VistA, CPRS).

Demonstrated experience in budget management, human resources, and office management. Strong organizational, communication, and problem-solving skills. Manage multiple projects simultaneously.

Experience in developing and implementing policies and procedures. Advanced knowledge of data analysis and report generation.

Must have experience in federal government administrative processes, including budget and human resources management.

Proficiency in the use of Microsoft Office Suite, including Word, Excel, and PowerPoint. Physical demands & Work environment: Work is sedentary.

Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Driving an automobile.

No special physical qualifications are required. Work is typically performed in an office setting. Work is typically performed in an adequately lighted and climate-controlled setting.

Requires occasional travel to off-site locations. Requires occasional walking around the hospital and off-site locations. May, on occasion, entail evening and weekend duty.

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:

At the GS-09 level, the incumbent has a fundamental understanding of administrative processes and medical facility operations and is progressively gaining proficiency in management analysis principles.

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.

The incumbent serves as the Administrative Officer for the Primary Care Service, which includes several sections that require support and will be expected to utilize state-of-the-art management tools and techniques to identify, analyze, and improve the efficiency and effectiveness of programs and services within the Primary Care Service.

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

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

Discusses pertinent issues with operating personnel to determine the impact on new or revised guidance on current operations.

Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the service. Provides advice and guidance on the.

interpretation and application of administrative directives and instructions. Develops and maintains service and EOH SharePoint.

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 analysis 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.

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.

Uses all sources of information to assist service leadership in resolving issues and implementing solutions to various problems through automation, telecommunication, and data processing.

Ensures administrative operations support equal employment opportunity principles, labor-management obligations, and organizational policies through consistent application of established procedures and documentation standards.

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 trainee onboarding and offboarding. Assists VA program directors and site coordinators in the administrative management of trainees and their experiences.

Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service.

Maintains oversight of all fund control activity, travel budget requests, payroll (FTEE, overtime, unscheduled hours, etc.), and contracting actions/reports.

Ensures accuracy of labor mapping and workload collection.

Develops recommendations and implements new or modified guidelines, work processes, and operations in order to improve the effectiveness, efficiency, or timeliness of work processes and information dissemination.

Develops project specifications, participates in negotiations with union officials, engineering, or contract personnel, oversees project progress and completion, and assists in post-construction quality assurance inspection.

Develops, prepares, and presents detailed findings, reports, charts, and tables related to sensitive data using several data points, providing detailed analysis.

As needed, conducts research and performs special studies covering activities that need re- evaluation or have become problem areas.

Applies qualitative or quantitative analytical methods used in problem-solving issues Maintains oversight of action plans and performance improvement monitors within the service and follows through to ensure that corrective actions are implemented.

Performs other duties as assigned. Work Schedule: 8:00 am - 4:30 pm, Monday - Friday Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD26580-0 and PD26579-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized