Administrative Officer (Community Care)

Washington, D.C
Oct 05, 2022
Oct 06, 2022
Full Time

Major Duties include, but are not limited to:
  • Assist management in identifying its financial, personnel and material needs and problems.
  • Develop budget estimates and justifications, making sure that funds are used in accordance with the operating budget.
  • Guide management on the development and maintaining sound organization structures, improving management methods and procedures, and seeing to the effective use of personnel and resources.
  • Collaborate with personnel specialists in finding solutions to management problems arising out of changes in work which have an impact on jobs and staff.
  • Coordinates and consults with staff inside and outside of the community care service line on administrative matters.
  • Responsible for ADPAC duties, PIV sponsorship, TMS coordination, Time and Attendance, and administrative upkeep of Community Care email groups, Sharepoint sites, and the CC folder on the network drive.
  • Responsible for weekly scanning/backlog report reported to business office.
  • Screen all personnel action requests for the service and completes actions not requiring the personal attention of the Medical Director, Community Care.
  • Serve as the subject matter expert for a variety of program specific policies and standard operating procedures to include those from the Office of Community Care, Office of Veterans Access to Care, Health Information Management, as well as VISN and locally developed policies and SOPs.
  • Will prepare agenda and minutes for the monthly Community Care Committee, chaired by the Medical Director.
  • Responsible for planning, organizing, conducting studies related to community care demand, workload distribution, staffing requirements, etc. and estimating funds needed to meet those demands and has been granted administrative authority from the Medical Director, Community Care to take corrective actions as necessary.
  • Participate with the Medical Director and service supervisors in planning revisions to personnel ceilings and in the procedures and methods pertaining to budget trends and special studies.
  • Develop, accumulates and analyzes a variety of statistical data including charts, graphs, or reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments, including narrative explanations and develops and enacts process to correct variations indicated.
  • Write and/or edit reports, briefings, information papers and other informational material designed primarily to report functions of the service.
  • Perform general administrative services for the Medical Director, Community Care to include organizing special events such as promotion and retirement ceremonials and other team-building events.
  • Provide administrative support to the Community Care Service, writing position descriptions, and providing training.
  • Serve as the administrative expert regarding operational problems and personnel administrative issues.
  • Recognize the different functions and motivations of various staff and groups in the Community Care Service and can communicate effectively with each to gather information, present recommendations, and coordinate services.
  • Responsible for orientation of all new staff appointments including employees, WOCs, and trainees.
  • Assist the Medical Director in making all resource allocation decisions, including FTEE ceiling, hours of duty, salary budget, supply budget, equipment budget, space utilization, maintenance contracts, etc.
  • Provides lead administrative support to the Acting Business Operations Manager, Nursing Manager, the Administrative Supervisor (Management and Program Analyst), and the Supervisory AMSAs.
  • Responsible for providing training or to arrange for the training of administrative staff members in methods and techniques to allow for timely completion of assigned tasks.
  • Administer the internal review, quality, and productivity initiatives for the organization.
  • Continually and systematically evaluates his/her position and makes necessary changes that will ensure conformance with desired standards and established goals.
Work Schedule: 8:00am - 4:30pm
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer (Community Care)/PD21006O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required


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 vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/05/2022.

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. 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: a comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs; a knowledge of agency program goals and objectives; the skill to plan organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, ability to support the development of long-range plans, goals, objectives, and milestones of organizational efforts, and/or develop criteria for evaluating program maturity levels and effectiveness. OR
  • 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, or an LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Customer Service
  • Decision Making
  • Writing

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 mostly sedentary in nature, there are no special physical demands to perform
this work.

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

Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

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 .

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

To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine.

Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position.

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 .