Administrative Specialist

Full Job Description

The Administrative Specialist is organizationally aligned to the Office of the Director and reports to the Executive Assistant to the Director.

The incumbent has overall responsibility for the correspondence program at the Lebanon VAMC to include White House responses, Senate responses, Congressional responses, Office of Inspector General (OIG) responses and all other daily correspondence.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/10/2026.

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-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: have at least one (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped me with the knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to the work of an Administrative Officer position.

Specialized experience includes participating in a medical center program; solving problems and formulating recommendations; follow operations to complete essential task; effectively communicating orally and in writing.

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 that equipped you with the knowledge, skills, and abilities to successfully perform the duties of the Administrative Specialist position, and is typically in or related to the work of an Administrative Specialist.

Specialized experience includes managing a medical center program; solving problems and formulating recommendations; coordinating operations to complete essential task; effectively communicating orally and in writing; and preparing reports for presentation to medical center leadership.

OR, Education: Applicants may substitute education for the required experience 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 an combination of specialized experience and education beyond 2 years of graduate level education.

NOTE: Combination of Education and Experience: A combination of education and experience may be used to qualify for this position if the computed percentage of the requirements is at least 100%.

To compute the percentage of the requirements, divide your total months of specialized experience at the GS-9 by 12 months.

Then divide the total number of completed graduate semester hours (or equivalent) beyond the second year (total graduate semester hours minus 36) by 18. Add the two percentages.

Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience.

Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job.

Additionally, your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g.

June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held.

Failure to provide in this format may lead to being rated ineligible.

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: This job is primarily sedentary.

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:

Duties include but are not limited to: Responsible for all medical center correspondence including Executive correspondence, Administrative and Clinical correspondence.

Tracks all incoming correspondence, tasks out to the responsible party for review and response, reviews response for appropriateness and complete content, gets Executive level approval all the while ensuring a final response is submitted timely.

Builds relationships with Congressional Office Staff to foster a positive working relationship with Congressional Offices and medical center and to collaborate on issues resolving the Congressional Office constituents.

Responsible for drafting responses to correspondence within their areas of expertise, issuing letters within timelines given for response.

Receives inquiries regarding Veterans, employees or medical center programs from various sources including but not limited to: White House, Congressional and Senate Offices, VA Central Office, Office of Inspector General, VISN Office, etc.

Have thorough knowledge and understanding of medical center programs to be able to coordinate responses and review responses for thoroughness and accuracy prior to submitting for final approval.

Manages and prepares responses to organizations outside of the Lebanon VAMC, i.e. VHA, VACO, congressional offices, attorney offices, media, Veteran Service Organizations, etc.

Written and oral communication utilized via letter, telephone or email.

The incumbent monitors all new policy and regulation changes that are sent to the medical center from the VISN and VACO program offices; reviewing changes to make the determination as to what office within the medical center to submit for technical review.

Works on special projects or reports and prepares presentations at the request of the Medical Center Director.

Member of the Office of Director team and assists in training new administrative/clerical staff in the executive suite on all items related to correspondence.

Writes articles for medical center newsletter (The Wire) to inform staff of changes to medical correspondence policies and procedures.

Work Schedule: Monday-Friday 7:30am - 4:30pm Compressed/Flexible: Available Telework: This position may be authorized for Ad Hoc telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD02204A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized