Administrative Officer
: Job Details :

SummaryThe incumbent serves as the Administrative Officer to the Chief of Social Work Service at the West Texas VA Health Care System (WTVAHCS). Social Work Service provides a full range of clinical, social and administrative services: Health Care for Homeless Veterans (HCHV), Transition and Care Management (TCM), Spinal Cord Injury/Traumatic Brain Injury (TBI/SCI), Caregiver Support Program (CSP), Intimate Partner Violence Awareness Program (IPVAP), and Patient Aligned Care Team (PACT).This job is open to

• Internal to an agencyCurrent federal employees of this agency.
• Career transition (CTAP, ICTAP, RPL)Federal employees who meet the definition of a surplus or displaced employee.

Clarification from the agencyOpen to permanent West Texas VA Health Care System (WTVAHCS) Employees and CTAP Eligibles onlyVideosDuties*** Bargaining Position ***Administration and Management

• Providing overall administration of the service
• Coordinating, creating and advising in the development of new education and operation programs and policies
• Developing both long- and short-range plans based on knowledge of policy and reviewing of issues and available data
• Responsible for ensuring completion of all suspense for the Service
• Assisting Chief of Social Work in development of Service goals and objectives
• Facilitating administrative and personnel activities related to professional development
• Orienting new staff to the Service and coordinating all required resources and information required for new employees, including provider FPPE/OPPE
• Ensuring all Social Work Service personnel have been instructed in and comply with operational, safety, personnel, and conduct requirements
• Ensuring staff remain current and compliant with professional and VA mandated certifications, licensures, and training requirements
• Maintaining personnel records and identifying discrepancies and incorrect information in personnel files
• Applying EEO principles and requirements to all personnel management actions and decisions, and ensuring all personnel are treated in a manner free of discrimination

Resource Management

• Serving as the technical expert regarding operational problems and personnel administrative issues
• Preparing documents and justifications for resource requests, reviewing/editing recruitment announcements for accurate and timely submission to local Human Resources
• Functioning as liaison between the Social Work Service, Medical Staff Office and Credentialing & Privileging
• Preparing and submitting documentation pertaining to recruitment, promotions, position classification, training counseling, disciplinary actions, and grievances
• Calling to the attention of management any problems that require HRMS intervention or correction
• Providing advice on solving complex personnel-related problems
• Keeping managers informed on the status of on-going personnel actions and recruitment efforts
• Conducting workload analysis with managers to determine appropriate staffing levels to meet the demand of internal and community referrals
• Providing advice and making recommendations to Chief, Social Work Service regarding distribution of workload Detailed analysis of workflow and work methods is used to support recommendations
• Utilizing various programs such as File-Man, ProClarity, and DSS to capture and analyze data for workload and staffing reviews and comparisons, i.e., analyze supply and demand of workload within Social Work Service

Program Development

• Analyzing data from a variety of sources, program specific productivity tracking systems, and patient satisfaction surveys
• Developing, analyzing, evaluating, advising on or improving the effectiveness of work methods and procedures, organizations, manpower utilization, distribution of work assignments, delegation of authority, management controls, information and documentation systems, and similar functions of management
• Providing guidance and direction to both administrative and licensed staff within Social Work Service regarding VHA Directives/Policies, Medical Center Policies (MCP) and Standard Operating Procedures (SOP)
• Drafting, interpreting and implementing Social Work Service policies and procedures
• Making recommendations for improved efficiency, effectiveness and performance measures

Communications

• Serving as a designee for Chief of Social Work as attendant to various committees (i.e., ad hoc committees, multidisciplinary team conferences, Medical Executive Board, Clinical Service Chief Meeting, Space Committee and Emergency Preparedness Task Force) when appropriate
• Assisting in development, annual review and implementation of Emergency Preparedness Plan for Social Work

Completing other duties as assigned.Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m.Telework: Ad-hoc AvailableVirtual: This is not a virtual/remote position.Position Description/PD#: Administrative Officer / PD519-1174-0 and PD519-1173-0Relocation/Recruitment Incentives: Not AuthorizedRequirements 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.

QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/19/2024.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-7 position you must have served 52 weeks at the GS-5.For a GS-9 position you must have served 52 weeks at the GS-7. 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-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include overseeing timekeeping within the Service; knowledge of a full range of administrative and management functions, policies, practices, procedures and controls for human resources, purchasing, supply and property management, records management, inventory management, financial management and budget, supervision of employees and related administrative areas in order to obtain and maintain for support services, human and financial resources, equipment and software, computer and office equipment, space, training, etc.; ability to extract data and generate reports and information. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education (such education must demonstrate the knowledge, skills, and abilities necessary to do the work) or superior academic achievement (Transcripts Required). S.A.A. is based on:
• class standing: applicants must be in the upper third f the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses.,
• grade-point average: a-3.0 or higher out of a possible 4.0 ( B or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or b-3.5 or higher out of a possible 4.0 ( B+ or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum, or
• honor society membership as outlined by the Association of College Honor Societies. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education above a bachelor's degree. (Transcripts Required)

• GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include generating and preparing a variety of reports, memoranda, information, documents, justifications, and forms for presentation by the Chief and submission to senior/executive management, VISN, and National Program Offices, regarding a variety of administrative, operational, procedural and clinical facets and issues; knowledge of health care service administration, continuous quality improvement; data analysis; healthcare principles, theories and practices; budgeting, planning, administration, and labor/union relationships, or other key administrative support functions to analyze and evaluate broad and difficult problems; knowledge of management analysis principles and concepts to evaluate and implement necessary improvements; skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems concerning the efficiency, effectiveness and cost of program operations; preparing annual budget plan and any related resource request justification(s); managing fund control point usage and utilization of allocated funds and providing administrative oversight for all programs and services within the Service by developing both long- and short-range plans, evaluating and directing key administrative activities. 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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. (Transcripts Required) OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond 18 semester hours of graduate level education. (Transcripts Required)

You will be rated on the following Competencies for this position:

• Administration and Management
• Customer Service
• Financial Management
• Manges Human Resources
• Planning and Evaluating
• Team Work

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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.For more information on these qualification standards, please visit the United States Office of Personnel Management's website at EducationA transcript must be submitted with your application if you are basing all or part of your qualifications on education.If your school has changed names, or is no longer in existence, you must provide this information in your application.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: One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement.Additional informationThis job opportunity announcement may be used to fill additional vacancies.Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.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.

• BenefitsA 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 benefitsEligibility 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.

How You Will Be EvaluatedYou will be evaluated for this job based on how well you meet the qualifications above.IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.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.The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.For more information on the Who may apply eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.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.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.

• BenefitsA 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 benefitsEligibility 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.
• Required DocumentsAs a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.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
  • Other (1)
  • Performance Appraisal
  • Professional Certification
  • Resume
  • Separation Notice (RIF)
  • 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.
  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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.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 fromschools 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.
• How to ApplyAll applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/19/2024 to receive consideration. To preview the questionnaire click
• To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
• Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.To verify your application is complete, log into your USA JOBS account, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.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 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.Agency contact informationVISN 17 SSU USAS GroupEmail...@va.govAddressGeorge H O'Brien Jr VA Medical Center300 Veterans BoulevardBig Spring, TX 79720USNext stepsOnce your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
• Fair and TransparentThe Federal hiring process is set up to be fair and transparent. Please read the following guidance.
  • Criminal history inquiries
  • Equal Employment Opportunity (EEO) Policy
  • Financial suitability
  • New employee probationary period
  • Privacy Act
  • Reasonable accommodation policy
  • Selective Service
  • Signature and false statements
  • Social security number request

Required DocumentsTo 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
• Other (1)
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• 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.

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 Feds Hire Vets - Veterans - Job S