Administrative Officer - #440231

US Veterans Health Administration

Date: 09/15/2021 13:30 PM

City: Loma Linda, California

Salary: $73,827 - $95,980 / year

Contract type: Full Time

Work schedule: Full Day



Provides for and oversees the overall administrative management of Health Administration Service. Provides top level assistance in implementing long and short-term goals; managing the services administration activities; quality assurance; benchmark formulation, program support management, and oversight and structuring of all administrative functions within the service.


  • Provides support to the section through the formulation of administrative policies and procedures by working collaboratively with stakeholders and oversees staff for supporting all administrative activity within the service to include regularly producing reports; implement long and short-term planning; program administration; quality assurance; benchmarking, and budget formulation/fiscal reporting.
  • Ensures all sections within the service follow local and agency policy /regulations; acts as principle adviser to the Chief, and may conduct work for the Assistant Chief, on all service level administrative matters; program

    development and oversight of outside facilities administrative support contracts.
  • Acts as a liaison between clinical services and Health Administration Service on matters of an administrative nature.
  • Communicates and coordinates goals and objectives with the service/section chiefs and supervisors.
  • Ensures that all suspense's are reviewed prior to submission for linkage to websites/programs, subject and grammatical content and to assure issues/concerns have fully been resolved. Follows up with Service staff to assure timely submission.
  • Presents data in a succinct fashion and skill in developing written materials and making oral presentations along with knowledge of computer programs including Word, Excel, PowerPoint, VISTA, Citrix, web/database queries, and other office automation applications.
  • Acts as approving official and ensures that cardholders comply with Federal and VA Acquisition regulation and policies, as well as local procedures, including but not limited to the following: socioeconomic goals, mandatory sources, Central Contractor Registration (CCR), Federal Procurement Data Systems (FPDS), Item Master File, Vendor File, and Unauthorized Commitment and Delinquent Obligation. Monitors purchases to ensure that cardholders conduct daily purchase card reconciliations within the required timeframe and that reconciliations are correct.
  • Acts as the purchasing official for the service line and manages/oversees cardholder training for Health Administration Service.
  • Assists in orienting and advising Health Administration Service employees on VA regulations, policies, and procedures on administration matters, and serves as a team advocate when current policies impair efficient and effective patient care.
  • Analyzes, interprets, and implements regulations accurately to reflect current operating procedures

    and is familiar with precedents concerning changes in regulations or policies.
  • Advises those in clinic administration appointment scheduling requirements for data access, and advises staff members on directives, policies, and best practices for making requirements operational.
  • Participates in service line policy creation and implementation; identifies and manages inefficiencies within the service and initiates corrective action to influence positive change and reports on the progress of administrative activities within the service.
  • Manages and analyzes the Health Administration Service budget and provides information and recommendations to Associate Director, Chief Financial Officer, Chief and Assistant Chief, Health Administration Service as appropriate, including critical budget areas and program matters. Monitors budget allocation and execution to ensure that operating program objectives are met. Performs analysis of budget requests to include techniques such as cost-benefit analysis or exploring alternative methods of funding.
  • Provides oversight to coordinate time and attendance (approval of leave) for optimal coverage of the Office of the Chief staff.
  • Plans work to be accomplished by subordinates, sets and adjusts short-term priorities, and

    prepare schedules for completion of work.
  • Interview candidates for subordinate positions, recommend appointments, promotions and

Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m.

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD12590O

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status


Promotion Potential


  • Job family (Series)

    0341 Administrative Officer

  • Requirements


    Conditions of Employment

    • You must be a U.S. Citizen to apply for this job
    • Selective Service Registration is required for males born after 12/31/1959
    • You may be required to serve a probationary period
    • Subject to background/security investigation
    • Selected applicants will be required to complete an online onboarding process
    • Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)
    • Must be a current, permanent Veteran Health Administration (VHA) employee.


    To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/20/2021.

    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-9 level. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience with establishing agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments. skill in planning, organizing, and directing team study, work ability to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, make recommendations to management for improving the delivery of patient care within administrative lines at the VA Health Care System, preparation and submission of budget requests and increases, Create business plan, financial report, and budget request preparations, Understand medical terminology, establish and maintain effective communications with persons both within and outside the organization, from diverse backgrounds and levels of education and competence, Skill in written and verbal communication.
    • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree in a major field of study related to the work of the position which provided the knowledge, skills, and abilities necessary to perform the duties of this position.
    • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond master's or equivalent graduate degree. [Note: To combine education and experience, first determine how much of the qualifying experience and education you have, as a percentage of what is required for each. Add the percentages together, and if the total is 100% or more, then the combined education and experience is qualifying for the position. EXAMPLE: An applicant has 9 months of specialized experience equivalent to GS-9 and 2 1/2 years of creditable graduate level education. The applicant meets 75 percent of the required experience and 50 percent of the required education, i.e., the applicant has 1/2 year of graduate study beyond that required for GS-9. Therefore, the applicant exceeds the total requirement and is qualified for the position. (The applicant's first 2 years of graduate study are not qualifying for GS-11.)
    You will be rated on the following Competencies for this position:

    • Administration and Management
    • Analytical Reasoning
    • Financial Management
    • Human Capital Management

    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. It occasionally requires carrying of light objects such as files,

    books and papers; some walking, standing and bending. No special physical qualifications are


    Work Environment: Work is typically in a well-lit office setting but may be done in patient care areas throughout the

    healthcare system. Occasional travel may be required.

    For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


    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: 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:

    Additional information

    The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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

    Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

    It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

    This job opportunity announcement may be used to fill additional vacancies.

    Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

    For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

    If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

    How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.


    Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

    Background checks and security clearance

    Security clearance


    Drug test required


    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process


  • Required Documents

    Required Documents

    To apply for this position, you must provide a complete Application Package which includes:

    • Resume
    • SF-50/ Notification of Personnel Action

    The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

    • Cover Letter
    • Resume
    • SF-50/ Notification of Personnel Action
    • Transcript

    SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
    • Most recent SF-50 if you are a current or former Federal employee
    • An SF-50 showing 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
    • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
    • Examples of appropriate SF-50's include:
      • Within grade increases at the highest grade held; or
      • Promotions with an effective date more than one year old; or
      • SF-50's at the highest grade held with an effective date more than one year old.

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating

  • Benefits


    A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits

    Review our benefits

    Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.


This job is open to

  • Internal to an agency

    Current federal employees of this agency

Clarification from the agency

Must be a current, permanent employee of the Veterans Health Administration. Priority referral will be based on the following: 1. VISN 22 employees 2. All other VHA employees

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