Administrative Officer

Full Job Description

The position is located in the VA Northern California Health Care System, in the Prosthetic Department.

The primary purpose of the position is to assist with developing, planning, and implementing all administrative services for the section.

This includes, but is not limited to, budget monitoring; strategic planning; workload and program data analysis; serving as the primary administrative point of contact for administrative and customer-service issues.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026.

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-9 position you must have served 52 weeks at the GS-7 level. For a GS-11 position you must have served 52 weeks at the GS-9 level.

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-09: 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.

Specialized experience at this grade level will include: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; m aking space utilization recommendations..

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have: Master's or equivalent graduate degree or Two full years of progressively higher level graduate education leading to such a degree or LL.B.

or J.D., if related OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education.

GS-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization.

Specialized experience at this grade level will include: Extensive knowledge and understanding of management principles, practices, methods and techniques, and skill in integrating management services with the general management of the organization.

Knowledge and understanding of human resource management principles and practices pertaining to personnel management, reorganization/realignment, organizational structure, staffing, position management, manpower utilization and training issues.

Ability to monitor, coordinate and track all on-going and projected personnel actions and continuously apprise management of status.

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; balancing financial aspects of general fund control points and purchase procedures; preparing and submitting requests administrative requests which may include recruitment, promotion, reassignment, and disciplinary actions.

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

or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education.

You will be rated on the following Competencies for this position: Budget Administration Communications Customer Service (Clerical/Technical) Decision Making Self-Management 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 primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines.

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 and responsibilities include: Administrative Management: Performs personnel management and administrative support for the Chief, Prosthetics and Sensory Aids Service (PTC), across varied functions and activities.

Acts as the primary liaison with the Human Resources office for personnel-related matters. Provides advice and assistance to service staff on VA and facility personnel processes and procedures.

Assists the Chief, PTC in projecting staffing needs, preparing performance plans and appraisals, processing training requests, and only assists in drafting documentation related to disciplinary and adverse actions.

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

Brings to the attention of HR or leadership any issues that require higher-level intervention or correction.

Provides orientation for new staff and keeps the Chief, PTC informed of the status of ongoing personnel actions.

Prepares and provides quarterly workload and staffing reports to support performance reviews and staffing justification.

Assists supervisors with gathering documentation and formatting for disciplinary/adverse actions for the service.

Medical Support (Administrative Scope) Provides administrative and process-related guidance to PTC staff regarding compliance with VHA scheduling and access policies as they apply to Prostheticsoperations.

The AO does not perform direct scheduling, template management, or clinical encounter closure.

Coordinates with Medical Support Assistants (MSAs), clinic staff, and revenue staff to ensure that appropriate administrative processes are in place for scheduling, insurance capture, and encounter documentation.

Develops or refines non-clinical tracking tools and summary reports that highlight trends or issues in access, scheduling timeliness, or documentation, and brings these to the attention of the Chief, PTC and appropriate clinic leadership.

Budget/Fiscal: Assists the Chief, PTC by monitoring budget execution and performing data analyses to support financial management of Prosthetics programs.

Supports budget formulation, justification, execution, and financial reporting for a changing mix of funds and funding sources.

Reviews facility and Prosthetics budget reports, identifies trends, and flags potential issues for leadership Procurement: Manages the small-purchase acquisition and procurement of office and administrative supplies and equipment for Prosthetics, ensuring compliance with applicable Federal, VA, and VHA purchase card procedures.

Utilizes the IFCAP procurement system to place purchase and delivery orders, distribute and file purchase orders, process amendments, respond to payment requests, resolve routine purchase disputes, and close out purchases after completion.

Coordinates with Prosthetics purchasing staff to ensure complete and accurate administrative documentation for clinical prosthetic procurements, while clinical staff retain responsibility for item selection and clinical justification.

Work Schedule: Full-Time, Monday - Friday, 8:00 am - 4:30 pm Telework: May be authorized for Ad-Hoc telework. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD03350O Relocation/Recruitment Incentives: Not Authorized