Administrative Specialist

Full Job Description

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network (VISN 5), Martinsburg WV Medical Center, Community Care Services (CCS), Martinsburg WV.

The work involves supporting human resources (HR) management and liaison functions, special projects and studies and overall program administration for the service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/05/2026.

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. 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: ability to complete and manage Agendas; providing oversight of timekeeping procedures; supporting a full range of workload tracking, compliance, coordination and assisting with all related HR processes/activities; design and develop administrative processes and general administrative policies and procedures.

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

To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B.

or J.D., in a related field of the position to be filled.

Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

OR, Combination: Must have an equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

Preferred Experience: Ability to complete Agendas, all aspects of Timekeeping, assist with HR processes.

Develop and maintain S-Drive/SharePoint site; Advanced knowledge of all Microsoft products; Act as a records manager; Organizes information, manages calendars/appointments for Leadership team; Maintain/create service level memos/policies.

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: Serves as an Administrative Specialist primarily supporting the full range of workload tracking, compliance, coordination and related human resources activities.

In this capacity, the position performs day-to-day work assignment by exercising considerable independent judgment in the application of appropriate guidelines and policies in achieving organizational goals.

Advises senior managers on a variety of administrative, management, and HR matters.

Provides guidance to other staff members regarding administrative, management, and HR processes, as well as other programs, and regulations.

Consults with managers and supervisors regarding internal management, organizational and human resources issues. Provides oversight of timekeeping procedures for assigned workforce.

Performs various special projects and studies in support of the CCS.

Utilizes analytical techniques to assist management in the accomplishment of these projects and develop recommended solutions and improvements.

Conducts network adequacy studies in reference to the assigned Third Party Administrator (TPA).

Responds in a timely manner to customer inquiries or requests, providing appropriate attention to customer needs.

Recognizes and acts upon complex situations that require immediate attention and considerable analytical work.

Provides narrative summaries, white papers, charts, graphs, and briefing books as required. Develops written issue briefs to describe incidents which occur.

Works closely with managers and supervisors to design and develop administrative processes that address a broad range of workflows involving a diverse group of stakeholders.

Conducts reviews of administrative processes to recommend the establishment of long and short-term process and administrative goals that are realistic and responsive to established departmental and agency goals and priorities.

Collaborates with Fiscal to review and analyze financial reports to determine station spend rates for report to Community Care Chief.

Secures, assembles, and summarizes information (HR information, consult timeliness, congressional complaints, etc.) from files, documents in the office, or other available sources.

Performs all other duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD265060 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized