Administrative Officer

Washington, D.C
Oct 30, 2020
Nov 06, 2020
Full Time


The incumbent serves Administrative Officer within the Business Support Office for the Assistant Under Secretary of Health (AUSH) for Support. This position provides human resources and administrative support to multiple national program offices to include the following program offices: Healthcare Environment and Facilities Program, Healthcare Technology Management Procurement and Logistics and Veterans Canteen Service, VA Logistics Redesign.
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Major Duties Include:
This position supports the HR activities of the organizations. In this capacity, the incumbent will carry out the work of the organization, using considerable judgement in the application of appropriate guidelines and policies to achieve organizationa lgoals.- reports to the AUSH for Support Chief of Staff/Executive Assistant.
The incumbent manages a full range of HR Activities for all Support Services program offices.
- key figure, whose performance has a direct and vital impact on Support Services. In addition to the authority given to the incumbent to carry out routine activities, it is expected, the incumbent will provide Support Services management officials with complete and accurate information that includes technical and administrative guidance, in accomplishing HR and AUSH management goals.
- have primary responsibility for coordinating all HR activities and ensuring that all HR actions are complete, and deadlines are met; act as the liaison with supporting HR offices in VACO and the field.
- consult with Support Service managers and supervisors regarding internal management, organizational and HR issues.- administer procedures for recruitment and selection of applicants for employment.
- provides technical advice to and assist Support Services employees, managers and supervisors in understanding and using the various HR programs available to them.- assist with employee labor/employee relation issues and facilitates a variety of Support Services employee grievances/complaints review options.
- works closely with managers and supervisors to design and develop succession planning strategies.
- responds to a variety of customer inquiries or requests, by providing appropriate attention to customer needs.
- performs support activities such as accessing, updating, researching and retrieving information from a wide variety of data bases in order to obtain information, provide reports, respond to questions and resolve issues.
- coordinates with other HR functions and staff offices as necessary
- responsible for developing and disseminating telework guidance for Support Services employees.
- responsible for developing monthly staffing reports highlighting authorized positions, encumbered positions, and vacant positions by program office.
-responsible for maintaining approved organizational charts for each program office.
- assists with the development, review, and validation of program office organizational charts.
- recommends to the AUSH for Support, changes to organizational structure, staffing configurations, ceiling adjustments and related issues.
- responsible for the coordination and review of program office Resource Management Committee (RMC) submissions.
- responsible for maintain RMC meeting minutes and developing RMC decision memorandums.
- assists the position manager with submissions of position related SF 52 requests in HR SMART Manager Self Service.- submits Manpower Change requests to VHA Manpower Management Office (MMO).
- submits Manpower Review request to VHA MMO.- submits Organizational Change request to VHA MMO.
Serves as the advisor and consultant to top management and influences and persuades the acceptance and exercise of sound management concepts, practices and innovations.
Consults and participates with all members of top management in analyzing the broad implications of higher levels of authority, laws, regulations, policies as well as technological and administrative advancements trends.
- seeks solutions to existing and possible future problems, identifies long and short-range needs, formulates proposals for top management consideration and planning and initiates improvements actions on a continuing progressive basis.
- actively participates in strategic and succession planning activities with AUSH
- Support leadership and planning staff.
- responsible for project management associated with usage of Support Service's resources to assess efficiencies and identify opportunities for process improvement.
- analyzes and evaluates the effectiveness of programs or operations in meeting established goals and objectives, using quantities or qualitive measures, as needed.
- primary point of contact for the VA Time and Attendance System (VATAS) and assists with timekeeping as necessary.

Work Schedule: Monday - Friday, 8:00am to 4:30pm
Compressed/Flexible: Available
Telework: Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD03175A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel up to 10% for this position.

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2020.

Time-In-Grade Requirement: Applicants who are current, permanent 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-13 position you must have served 52 weeks at the GS-12. The grade may have been in any occupation, but must have been held in the Federal service. 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. Please review the Required Document section for additional information, and to ensure all appropriate documentation is submitted at the time of application.

Time-In-Grade requirements also apply to former Federal employees applying for reinstatement who have separated within the past 52 weeks, and current employees applying under the Veterans Employment Opportunities Act of 1998 (VEOA).

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing expert advice and guidance to supervisors and managers pertaining to personnel management and performance management; leading highly complex special projects that have an impact on services delivered to customers and operations within a program office, using a wide range of qualitative and quantitative methods for assessment, measuring effectiveness and efficiency of complex processes and systems related to the various programs in VHA; applying knowledge of various laws, rules, regulations and procedures associated with areas of personnel management i.e. staffing, employee/labor management relations, compensation, position classification/position management, and specialty programs to perform studies and recommendations, and Federal government service as human resources officer or human resources liaison.

ICTAP/CTAP candidates: ICTAP/CTAP candidates must be found to be well qualified for referral.

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.A full year of work is 35-40 hours of work per week. Part-time experience will be credited based on time 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.

You will be rated on the following Competencies for this position:
  • Knowledge of management, human resources and resource management principles and policies.
  • Ability to manage (e.g. plan, organize, direct control, review) the work activities.
  • Knowledge of position management and how it relates to the organizational structure.
  • Knowledge of administrative laws, regulations, policies and procedures applicable to the administration of the veteran's health care program as it relates to aspects of HR.
  • Ability to communicate clearly both orally and in writing.

Physical Requirements: This position is sedentary in nature.


There is no educational substitution at this grade level.

Additional information

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.

The 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 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

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.
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action

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.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit .

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