Clinical Administrative Specialist

Full Job Description

This position is located at the VA Portland Health Care System (VAPORHCS).

The incumbent will work within the Mental Health Division (MHD) Psychiatry Acute Care Service which includes Inpatient Psychiatry, Mental Health Emergency Department Consultant staff, and the Residential Rehabilitation Treatment Program (RRTP) for a total of 72 FTEE.

To qualify for this position, applicants must meet time-in-grade requirements and specialized experience within 30 days of the closing date of this announcement, 03/03/2026.

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 within 30 days of 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: Coordinates review, verifies, and composes numerous informational and statistical materials necessary to complete reports.

Extracts and assembles information, conducts analysis and develops reports for presentations.

Acts as a liaison or handles communication with the department, persons and/or groups within and outside the organization or office related to performance management and data.

Provides administrative staff support in short and long-range planning efforts.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week.

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

To qualify based on education for this grade level you must have completed a Master' s or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B.

of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts required. Education cannot be credited without documentation.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have equivalent combination of education beyond the first year (or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: Transcripts required.

Education cannot be credited without documentation. Please see education section for an example of combining education and experience.

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:

Incumbent participates in the overall administrative decision making, policy development and resource management of the Psychiatry Acute Care Service.

Incumbent is responsible to provide leadership and program coordination using sound business principals.

The incumbent must possess skills in development, implementation, and interpretation and take necessary corrective actions to assure that the service's planning; functions and programs are properly monitored and fulfill the goals of the Psychiatry Acute Care Service, veterans and VAPORHCS.

Coordinates review, verifies, and composes numerous informational and statistical materials necessary to complete these reports.

Utilizes multiple data sources including Sails, VistA, DSS, Fileman, ProClarity, VSSC, CDW, NSM Calculation Tool etc., and adjusts as necessary.

Extracts and assembles information, conducts analysis and develops reports for presentations.

Incumbent serves as administrative officer and office manager to the Patient Care Line Manager and Nurse Manager, for the MHD Psychiatry Acute Care Service which includes three 24/7 programs.

This position assists management in the overall administrative, operational management, decision making, policy development and resource allocation and utilization for the Service.

Incumbent supports Psychiatry Acute Care Service, vision and mission, ensuring an effective and efficient service through management of personnel, budget, quality assurance and process improvement.

S/he will provide support in the management of several projects for coordination of care, process improvement and meeting performance expectations Incumbent may provide support to outpatient areas as indicated.

Incumbent will coordinate timekeeping functions, accident reports, preparation of organizational and functional charts, and quarterly updating of phone number of personnel.

Incumbent acts as a liaison with Human Resource Office and coordinates personnel actions.

Help create and maintains original documents/copies and a data base of all service position descriptions, functional statements, scopes of practice, competencies, corresponding performance standards and disciplinary actions.

Work Schedule: Monday-Friday, 8:00am - 4:30pm (PST) Virtual: This is not a virtual position.

Position Description/PD#: Clinical Administrative Specialist/PD213120 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

Financial Disclosure Report: Not Required.

Physical Requirements: Work is principally sedentary, but due to the physical separation of the Psychiatry Acute Care Service programs activities, ability to move from work area to work area by walking or motor transport is needed.