Administrative Officer

Full Job Description

Incumbent serves as the Administrative Officer (AO) for the Veterans Transportation Service (VTS). The incumbent is responsible for the coordination and monitoring of all administrative programs.

The duties include coordination of surveys and reports, performance improvement activities, policy development, and other administrative functions.

The AO acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/19/2026.

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 grade. 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-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: 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; making 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 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 2 full years of progressively higher level graduate education leading to such a degree.

.. 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 1 full year of graduate level education.

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 Administrative Officer provides substantial input into policies and action plans to ensure all Transportation services are compliant with VA Central Office (VACO), VISN, The Joint Commission (TJC) and other entities as appropriate regarding all phases of performance improvement and quality management programs.

Monitors performance, suspense actions, and enforces the direction to ensure closure of issues.

Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management within the division.

Reviews and evaluates guidance on various functions and procedures, identifies problem areas, and implements or recommends actions to improve procedures and increase efficiency, eliminate problems, and conform to policy requirements.

Participates in regular meetings with leadership to address administrative management issues, resolve problems, and provide recommendations for correcting or improving processes and programs.

Reviews new or changed policies, procedures, and regulations from VA/VHA affecting VTS, and participates in the evaluation of changes for impact in order to assess current policies, develop new or changed operating policies and procedures, and provide implementing guidance.

Participates in or represents the VTS at meetings or briefings in order to gather/track information and facilitate timely execution of VTS priorities Maintains all documents necessary to meet the requirements of external reviews for the VA - ensuring that VTS meets accreditation standards for TJC and assists in preparation for various visits and inspections.

Monitors corrective action and follows-up on reports necessitated by internal and external reviews.

Establishes internal management control procedures to ensure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures.

Schedules interviews, appointments, and meetings; and prepares reports and correspondence.

Coordinates administrative duties for the Service with the support staff in each of the VTS sections, ensuring urgent matters are appropriately addressed.

Reviews Medical Center Memorandums (MCM's) and VTS Guidelines to ensure they are reviewed and published before their due dates.

Maintains all VTS record controls and office processes ensuring privacy compliance.

Serves as the Automated Data Processing Application Coordinator (ADPAC) for VTS, responsible for setting up and reviewing all computer program access menus for VTS employees and providing assistance when programs/computers are not working correctly.

Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage.

Assists with management of VATAS to include employee education, weekly monitoring and oversite, and troubleshooting errors.

Performs the full range of human resources requirements for the organization and acts as the liaison with the human resources office.

Maintains overtime and intermittent usage reports for analysis and submission. Maintains an audit trail to ensure requested actions are accomplished in a complete and timely manner.

Completes or coordinates in-processing as appropriate.

Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder.

Tracks and maintains the Veterans Transportation Service Equipment Inventory Listing (EIL).

Assists in the preparation and review of purchase orders for supplies and non-expendable property such as equipment.

Oversees property management and prepares necessary documents to accession and de-accession of property.

Conducts periodic surveys of equipment and property utilization and recommends action as necessary to assure that economical and efficient use is made of equipment and other property, and other specialized equipment necessary to the effective functioning of VTS.

Ensures funds are available and authorized for all purchases, reconciles monthly transactions with monthly statements, and maintains current status of credit card purchases to ensure monthly bulk funding authority is not exceeded.

Serves as a COR or alternate on multiple contracts Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:30am - 4:00pm Telework: This position is not authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD098340 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized