Summary 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. Responsibilities 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 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
