Administrative Officer

Summary

This position is located in the Department of Veteran Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network Legacy VISN5 now HSA 1.3, at the Louis A. Johnson VA Medical Center in Clarksburg West Virginia. The work involves supporting human resources (HR) management and liaison functions, special projects and studies and overall program administration for the service.

Duties

Major Duties: Provides HAS leadership complete and accurate technical and administrative advice and guidance necessary in accomplishing organizational goals, program metrics, as well as advising on rapidly changing directive requirements and their impact on the service line processes. Handle conflict and problems in dealing with customers in a constructive and appropriate manner. Respond in a timely manner to customer inquiries or requests, providing appropriate attention to customer needs. Recognize and act upon complex situations that require immediate attention and considerable analytical work. Compose accurate and precise responses to all reported issues. As the focal point for all Veteran grievance methods, Congressional inquiries, White House Hotline inquires, etc. Provide narrative summaries, white papers, charts, graphs, and briefing books as required. Develop written issue briefs to describe incidents which occurs. Work closely with managers and supervisors to design and develop administrative processes that address a broad range of workflows involving a diverse group of stakeholders. Analyzes trends and patterns, which may lead to the development of new methods, criteria, and proposes new policies to the Chief. Actively participate in strategic and operational planning activities with HAS leadership. Attends monthly strategic planning meetings in which goals for fiscal year are discussed. Make necessary updates to documents and develop briefings to be presented to leadership. Independently addresses administrative problems such as payroll/HR interface issues with new employees, incorrect salaries, etc. requiring coordinating with outside organizations such as payroll and HR to resolve the problems as they arise. Observe and adjust administrative supporting operations (staffing & manning) in meeting established goals and objectives, using quantitative or qualitative measures, as needed. Serve as the Contracting Officer's Representative (COR) on contracts, i.e., Transcription, and Ambulance. Coordinate and track all the service's human resources activities and ensures all actions are properly completed in accordance with established deadlines. Serves as the service's liaison to VISN 5 Consolidated Human Resources Service. Advise senior managers on a variety of administrative, management, and HR matters. Provide guidance to other staff members regarding administrative, management, and HR. Consult with managers and supervisors regarding internal management, organizational and human resources issues. Coordinate screening panels and interviews for Title 38 Hybrid, and Title 5 recruitments. Maintain complete documentation of management and staff information, including but not limited to, competency folders and performance appraisals. Updates HR related databases regularly. Ensure annual and semi-annual appraisal processes are observed and enacted in a timely manner. Primary responsibility for the accurate preparation and delivery of all personnel action data on all Title 38 Hybrids and Title 5 employees within HAS. Provide oversight of timekeeping procedures for assigned workforce. Track all Position Descriptions and Functional Statements by employee and ensures periodic review is completed, Work Schedule: Monday-Friday; 7:30AM-4:00PM Telework: AD-HOC ONLY. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD22002O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements

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 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, 09/24/2026. 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. Preferred Experience: Experience with HR Smart for entering MSS requests, EPAS requests, timekeeping, scheduling appointments, and COR Certification/duties. 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-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: Compiling information and preparing administrative reports for briefings; maintaining and uploading databases and shared computer drives; providing advice and assistance to managers and staff concerning agency personnel processes and procedures; experience using office automation programs such as work processing spreadsheet, graphics, and desk top publishing; and coordinating with management to control purchasing and use of supplies. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Master's or equivalent graduate degree OR 2 full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D., if related GS-11 Ph.D. or equivalent doctoral degree. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level education and 1 year equivalent specialized experience to GS-07 level. 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/. How You Will Be Evaluated

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Attention to Detail Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. Area of Consideration- Eligible applications will be reviewed and referred in the following order: 1. Current permanent VA employees of the facility. 2. All other VA employees. Other 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/.