Administrative Officer at Veterans Health Administration

About the role

The incumbent serves as the Administrative Officer (AO) and provides administrative support to the Chief and Assistant Chief, Prosthetic and Sensory Aids Service (PSAS) within the South Texas Veterans Healthcare System. The incumbent performs a wide scope of duties related to the fiscal, procurement, and administrative aspects of PSAS for various facilities. Major duties include but are not limited to: Administrative Support (30%) Schedule staff meetings, vendor in-services, and outreach/education meetings; reserve rooms and resources. Take, maintain, and present meeting minutes; attend meetings or workgroups on behalf of leadership. Serve as Records Management Liaison, ensuring compliance, managing lifecycle activities, and coordinating audits/inquiries. Coordinate all staff access requests (keys, badges, ADPAC duties, AIS form updates); act as primary IT point of contact. Manage service supplies, equipment orders, furniture requests, repair work orders, and custodial coordination. Draft correspondence, reports, recommendations, and memos; provide administrative guidance to managers and staff. Act as primary timekeeper; generate timekeeping and overtime monitoring reports. Serve as TMS Super User; maintain training documentation; provide VistA training and develop training materials. Support COR by coordinating vendor/patient site visits, auditing records, and documenting minutes. Act as primary point of contact for other Administrative Officers; facilitate inter-service communication. Prepare responses to inquiries from Veterans, families, VSOs, vendors, Congress, and OIG; manage PATS-R complaints. Reserve government vehicles; triage/distribute Secure Messages and calls; assist with new facility/VISN/National initiatives. Human Resources / Personnel Management (30%) Serve as HR liaison; advise leadership on staffing needs, position descriptions, functional statements, and performance plan processing. Update organizational charts; submit and track HR actions; monitor status and brief management. Maintain personnel action files; analyze reports for trends, timeliness, deficiencies, and propose efficiency improvements. Advise leadership on award procedures; prepare award packages; ensure timely submission of performance ratings. Identify and elevate issues requiring HR intervention; provide new employee orientation. Provide guidance on complex personnel issues; deliver weekly workload reports for performance reviews and staffing justification. Budget Management Support (20%) Monitor Fund Control Points (FCPs) to ensure sufficient funding; submit fund transfer requests; manage Fiscal Service correspondence. Oversee all 1358 transactions, verify postings, request adjustments, and maintain fiscal documentation. Manage Purchase Card requests and monitor usage; handle submissions, follow-ups, and card closures. Use reports to monitor the service budget; track open Purchase Card orders; conduct monthly or more frequent reviews. Systems Analysis (20%) Prepare procurement, inventory, and consult management reports; analyze departmental data for trends and compliance. Provide recommendations to management on procurement or compliance issues; report on program accomplishments. Assist in developing local SOPs; incorporate data analysis into policies and procedures. Work with Decision Support Services on labor mapping; evaluate consult template usage and assist in redesign. Perform additional related duties as assigned. Work Schedule: 8:00 a.m. - 4:30 p.m. Monday - Friday 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/PD01348O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/28/2026. 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. 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. 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: GS-09: 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: knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations; a knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; a knowledge and 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 functions and work processes; and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. Knowledge of budget formulation in order to review budget target allowances from VISN at the local level.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate-level education beyond the first year (18 semester hours). (TRANSCRIPT REQUIRED). 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/. 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.