Summary The position provides support to the Chief of Health Administration Services (HAS) in the management of the administrative programs within the HAS Service Line, at the CWM VHA Medical Center, in Leeds MA. Responsibilities The incumbent performs the full range of personnel management and administration for an organization with varied functions and activities. This includes project assignments based on needs identified via internal/external reviews / investigative reports or observations, verbal/written responses to internal and external inquiries, maintenance of service and medical center level workload statistics, medical center memorandums and the service's Process and Systems Improvement Program. These duties include, but are not limited to, the following: Personnel Administration and Management Work: Provides personnel management and administration actions for service. Improves program and service quality by devising new applications, updating procedures, and evaluating system results. Coordinates personnel actions and maintains personnel-related records. Establishes performance standards, conducts performance appraisals and recommends performance ratings. Writes position descriptions for position classification. Manages recruitment actions. Manages training, grievances, promotions, awards, and counseling while providing support to the staff. Budget/Financial Management: Provides assistance for the budgeting and financial management for the service to include budget formulation, justification, and execution, financial management, and financial reporting, including fee for service costs. Provides advice to management and program personnel on budgetary and finance issues. Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources. Assists in the application for the research grants and responsible for the distribution of the approved funds. Monitors balances and status of projects and equipment and recommends reprogramming of funds needed. Justifies requests for refunding as necessary. Reviews reports and resolves discrepancies with appropriate accounting office. Assures that all expenditures are properly authorized and documented. Procurement / Contracting: Manages procurement and contracting. Serves as Contracting Officer's Technical Representative for the service. Works collaboratively with the Chief of Staff's Contracting Officer Representative (COR) to develop and maintain contracts. Duties may include, preparing procurement requests, evaluating proposals for work, and/or maintaining procurement and contracting records. Manages contracting and procurement for small procurements that require varying approaches. Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Certifies payment for service's contracts. Prepares and reviews purchase orders for supplies and nonexpendable property such as equipment. Work Schedule: Full-time, 40 hours a week, Monday-Friday, 7:30-4:00pm. Telework: This position may be authorized for telework, per discretion of supervisor. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD024790 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized Notifications: Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. Time-in-Grade Restriction: 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. The grade may have been in any occupation but must have been held in the Federal service. Position is not a Bargaining Unit Position. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and @type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Veterans' Preference: Does not apply to merit system promotion announcements limited to agency level and below. 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, 02/13/2026. 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. 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 GS-09: 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, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations; and compliance with accrediting agencies. (*To receive credit for these skills they must be documented in your application/ re´sume´). OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a master's or an equivalent graduate degree. OR, 2 full years of progressively higher level graduate education leading to such a degree. OR, an LL.B or J.D., if related. (Unofficial transcripts required.) OR, Combination: Combinations of successfully completed post-high school education and experience maybe used to meet total qualification requirements for the GS-09 grade level, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the GS-09 grade level; then determining the applicant's education as a percentage of the education required for the GS-09 grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for the GS-09 grade level. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used. (Unofficial transcripts required.) 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: The work is primarily sedentary, although some slight physical effort may be required. 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. This job opportunity announcement may be used to fill additional vacancies. The 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/.
