Summary The Administrative Officer serves as full assistant to the Chiefs of each Service and reports to the Health System Specialist for the Chief of Staff's Office at the Oklahoma City VA Health Care System, and is responsible for all administrative functions within the Emergency Department, Audiology and Speech, Express Clinic (Face-to-Face and Telemedicine) and Nuclear Medicine services. Responsibilities This position will prepare or oversee the preparation of all service and appropriate reports; provide oversight to all non-clinical staff and provide input on administrative issues for clinical staff; serve as a point of contact on all credentialing and Human Resources issues and the ADP coordinator and Contracting Officer's Representative; perform or assist other officers with a variety of management functions in support of the unit's mission. Duties include, but are not limited to: Manage and direct all administrative functions for multiple clinical services to include the Emergency Department, Audiology and Speech, Express Clinic (Face-to-Face and Telemedicine) and Nuclear Medicine services. Interpret administrative policies, develop, and implement local policies, defining administrative requirements, and/or providing advice to top management on related issues. Provide technical assistance and ensure administrative support staff properly perform functions contributing to the successful operation of areas of responsibility. Provide recommendation, information, and/or guidance to staff on basic procedural, policy and/or regulatory requirements related to HR such as Staffing, Classification, Benefits, Awards, Employee and Labor Relations (ER/LR). Conduct analysis on trends within the Service in HR areas such as awards; utilize originality in problem solving and modify existing methodology to complete analysis. Aid in budget formulation, justification, and execution; financial management; and financial reporting. Establish, organize, and maintain a system of internal controls for the management of funds for each of the account categories daily to prevent over obligations in any sub accounts or in the general accounts. Manage procurement and contracting for assigned areas to include preparing procurement requests, evaluating proposals for work, serves as Contractor Officer Representative (COR) for procurements, and/or maintaining procurement and contracting records. Work Schedule: Monday-Friday, 7:30am-4:00pm / 8:00am-4:30pm 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 Officer/PD132030 Relocation/Recruitment Incentives: Not Authorized 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 identification 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, 06/17/2026. 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-09. 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. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of organization, programs, missions, and functions of the ED, Audiology and Speech, Express Clinic (Face-to-Face and Telemedicine) and Nuclear Medicine services along with the knowledge of analytical and investigative techniques to conduct staffing requirements and utilization of staff; skill in conducting detailed analyses of complex functions and work processes including examination of production standards; past, present, and programmed workloads; nonproductive time; and deviations from standards to determine validated staffing requirements function studied; considerable inter-personal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations; skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration; knowledge of pertinent laws, regulations , polices and precedents which affect administrative operations; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; skill in conducting detailed analyses of complex negotiating solutions to disputed recommendations; knowledge of budget formulation in order to review budget target allowances from VISN at local level, and to adjust the budget to conform to the overall needs of the program. Knowledge of and skill in applying the principles, practices and methods of budget execution to determine whether obligations, expenditures, and requested allotment are within approved funding limitations for each control point in ED, Audiology and Speech, and Nuclear Medicine Service; detailed knowledge of the structure of appropriation accounts, object classes, and line items of the organization's program and administrative budget to identify and cross check the agreement, accuracy, and completeness of budget estimates submitted by organizational components. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or three full academic years of progressively higher-level graduate education leading to such a degree, or LL. M. in a closely related field. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and progressively higher-level education as stated above to meet total requirements. 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/.
