Administrative Officer

Full Job Description

Performs the functions of an Administrative Officer (AO) and will be assigned to the Social Work Services department that reports up to their assigned Executive Leadership Team (ELT) member, the Associate Director of Patient Care Services/Nurse Executive (ADPCS/NE).

The AO is responsible for the overall administrative management and general business operations of the clinical service line.

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-09 position you must have served 52 weeks at the GS-07. 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-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 a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial and budget management and related administrative areas in order to ensure compliance with established policies, practices, procedures and controls.

Ability to identify problems and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of administrative programs and develop written and oral recommendations for improvement.

Assignments typically involve using qualitative and quantitative analytical techniques such as work measurement, productivity charting, determining staff-to-workload ratios, space planning, development and administration of questionnaires (e.g., climate surveys), flowcharting, graphing, strategic planning and basic statistical analysis.

ability to identify problems and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of administrative programs and develop written and oral recommendations for improvement.

Assignments require skill in conducting interviews with supervisors and employees to obtain information about the organization's missions, functions, and work processes.

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

To qualify based on education for this grade level you must have a 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. (TRANSCRIPTS REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond. (TRANSCRIPTS REQUIRED).

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:

Administrative Management Plans, directs and controls the assigned clinical service lines administrative activities including establishing parameters for policies and procedures, personnel management, contract oversight, training coordination, procurement of furniture, supplies and equipment, preparation, and presentation of awards for employees, records management, responsible for protecting electronic files, budget programming and execution, communications control, physical space management and special projects or studies.

The incumbent is responsible for developing and directing all administrative functions for the assigned clinical service line.

In addition, the AO has the authority to act as proxy for the Social Work Executive in all administrative functions.

Examples include updating and maintaining emergency response cascade rosters of 2 employees assigned to the Service, providing a daily account of open encounters, unsigned notes, consults, Joint Patient Safety Reports (JPSRs), Congressionals and other patient care issues for the purposes of service recovery, preparing meeting minutes, managing the Service SharePoint, maintaining 6-part folders and other collaborative functions to ensure continual readiness, and quality and compliance with professional practice, accreditation and other VA accreditation bodies and standards (e.g., OIG, JC, etc.), developing position descriptions for non-clinical staff, coordinating system redesign teams, gathering and analyzing data, preparing and reviewing the budget, assisting with oversight of plans to meet performance measures and monitors, including statistics and data monitoring systems related to all day-to-day functioning.

Interact frequently with Veterans and Veteran Service Organizations (VSOs) in order to represent the Services positively and to resolve issues at the lowest level.

Personnel Administration and Management Manages all administrative functions within the assigned clinical service line and regularly represents the service in project planning activities when so designated.

Administrative responsibilities include fiscal, personnel, equipment, program, and supply management.

Additionally, the incumbent serves as a liaison between all facility services and is responsible to executive management on administrative matters.

Monitors FTEE assigned to Social Work Services, including manpower mapping.

In addition, is responsible for monitoring completion of performance reports by supervisors, helping develop performance standards, writing position descriptions for non-clinical staff and assisting in recruiting and hiring of non-clinical employees.

Coordinates with supervisors to ensure that updated and accurate functional statements and position descriptions are maintained. Provides input for performance awards.

Identifies correct position descriptions and/or functional statements for recruitment and hiring.

Budget/Financial Management and Procurement/Contracting Responsible for managing budget formulation and execution for a changing budget of administrative expenses, involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justifications for review and approval.

Advises the Social Work Executive on budgetary and finance issues.

Serves as a purchase card holder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements.

Monitors to ensure that the cardholder conducts purchase card reconciliations within the required timeframe and that the reconciliations are correct.

Prepares budget estimates based on historical information and identifies the need for changes.

Interacts and negotiates on adjustments or reprogramming of funds in support of major program changes or requirements.

Serves as the Fund Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the assigned clinical service.

manages procurement and contracting needs for Social Work Services. Manages contracting and procurement for small procurements that require varying approaches.

Collaborates with Contracting/Acquisition staff in the preparation of contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Prepares and reviews purchase orders for supplies and non-expendable property. Work Schedule: Monday - Friday; 8:00am - 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD01186-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized