Administrative Officer

Full Job Description

The purpose of this position is to serve as the Administrative Officer (AO) for the Business Operations Service (BOS) Line at the Kansas City VA Medical Center - supporting in the overall administrative management of the service provided to the various service lines within Kansas City Veterans Affairs Medical Center.

The BOS Administrative Officer is responsible for advisory and management functions of the Services provided to the various service lines within Kansas City VA Medical Center.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/27/2026.

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

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-07, in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include but are not limited to: Applying analytical principles and techniques for concepts, consideration, and resolution of administrative issues or problems.

Navigating a full range of administrative and management functions to include facility, department and program policies, practices, procedures and controls for human resources, purchasing, supply, records management, budget, and related administrative areas.

Planning and organizing projects with the outcomes and timeline noted.

OR, Education: To qualify based on education for this grade level you must have a masters or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B.

or J.D. if related. NOTE: Transcript required. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education at a graduate level or beyond.

Only graduate education in Administrative Officer excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-09.

NOTE: Transcript required.

GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-09, in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include but are not limited to: Evaluating and monitoring administrative activities and making recommendations for program improvements.

Providing advice and assistance to management and staff concerning Federal and agency personnel processes and procedures. Developing and implementing new information tracing systems.

Providing advice on solving complex personnel related problems and escalating issues. Organize and provides orientation for new administrative staff.

Reviewing new and revised national directives, memos, and handbooks. OR, Education: To qualify based on education for this grade level you must have a 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. NOTE: Transcript required.

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

Only graduate education in Administrative Officer excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-011.

NOTE: Transcript required.

You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Communication Computer Skills Database Administration Decision Making Financial Management Flexibility Human Capital Management Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Teamwork 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: The work is primarily sedentary, although some slight physical effort may be 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:

Major Duties: Assumes the daily administrative responsibility for the Service Chief, assuring that his/her clinical and administrative philosophies are considered when planning, organizing, and executing administrative actions for the service.

Reviews new and revised national directives, memos, and handbooks related to BOS and the various departments to ensure local compliance, attain maximum efficiency and effectiveness of operations, and develop and implement appropriate medical center policies and standard operating procedures as necessary.

Analyzes, evaluates, and advises on the effectiveness of work methods and procedures, organizations, space and manpower utilization, management controls, information and documentation systems and similar functions of management.

Serves as a senior staff resource to top management in activities related to the service.

Performs staff support work in short and long-range planning efforts and ensures compliance with directives and national guidelines in preparing annual and cyclic planning documents.

Operations Management & Oversight (50%) Responsible for the day-to-day administrative management of all BOS Sections, including Health Administrative Section (HAS) (flow of Clinics, Wards, Eligibility and Enrollment, and Admissions); Health Information Management Section (HIMS) (Coding, Clinical Documentation Integrity, Release of Information, Records Management, and Scanning) and Beneficiary Travel/Veteran Transportation Section.

Designs strategies, plans programs, establishes goals, resolves problems, identifies staffing needs, develops clinic structure and related activities for the departments they support.

Performs the full range of personnel management and administration for various facility organizations with varied functions and activities, supporting the service and relieving the administrative burden on management.

Serves on committees as appointed, presenting service-related information and recommendations and providing feedback to the management on the status of committee actions and recommendations.

Maintains responsibility for the BOS equipment inventory list, monitoring for end of life and/or replacement needs and incorporating this information into annual budget plans.

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. Work Schedule: Monday-Friday, 7:30am-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD104160 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized