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Administrative Officer

Department of Veterans Affairs
Veterans Health Administration
Veterans Health Administration - Malcom Randall VA Medical Center

Summary

The Administrative Officer reports directly to the Chief, Environmental Management Service (EMS). Responsible for providing a variety of administrative management assignments essential to organizational operations. Highly organized and efficient to continually meet a variety of critical and challenging deadlines that have a major impact on the functioning of operations. Coordinates and/or plans work in terms of broad objectives and complex priorities to accomplish tasks independently and timely.

Overview

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Accepting applications
Location
1 vacancy in the following location:
Work site options
Telework eligible
Yes—Ad-hoc as determined by the agency policy.
Remote job
No
Relocation expenses reimbursed
No
Salary
$61,722 - $80,243 per year
Pay scale & grade
GS 9
Promotion potential
None
Pay scale and grade determines the salary of the job.
Work schedule
Full-time - Monday - Friday 8:00 am - 4:30 pm
Travel Required
25% or less - You may be expected to travel for this position.
Appointment type
Permanent
Occupations and job series
Supervisory status
No
Federal service type
This job is in the Competitive Service
Represented by a union
Yes
Drug test
No
Security clearance
Other
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Jobs require a background check and some require a security clearance. The type depends on the job.
Background check type
Financial disclosure required
No
Some jobs require financial disclosure to identify conflicts of interests.
Announcement number
CBTC-13076591-26-SJ
Control number
886500100

This job is open to

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Clarification from the agency

The first area of consideration is current permanent employees of the Malcom Randall VAMC and satellite offices. Second area of consideration are current permanent employees employed by the Department of Veterans Affairs. ICTAP is outside of this area of consideration.

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Duties

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Include but not limited to:

  • Identify and evaluate problems and possible causes to determine root causes and and impacts and generate solutions.
  • Assembles and organizes administrative tasks and promotes efficient operations for the office of the Service Chief.
  • Expert ability in office automation using various computer applications and administrative expertise to complete assignments effectively.
  • Monitor, evaluate, and initiate corrective action on service organizational reports, policies, procedures and ensures accuracy, formatting, and meeting deadlines.
  • Identify and recommend ways of eliminating, combining, simplifying or improving procedures and processes.
  • Providing administrative coordination for TMS training records and compliance.
  • Monitoring administrative records for the EMS Locker Distribution Program.
  • Ensuring that service supervisors have access to the Time and Leave system for their teams.
  • Attending required recurring meetings as assigned.
  • Preparing minutes for service staff meetings.

Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD061570
Relocation/Recruitment Incentives: Not authorized.

Requirements

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Conditions of employment

  • 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 is primarily sedentary and performed in a typical office setting. Some slight physical effort may be 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/06/2026.

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. For appropriate SF-50(s) to submit please see Required Documents section for examples of SF-50(s) to include.

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.

In addition to meeting the Time-In-Grade Requirement you must meet the Minimum Qualification Requirement below.

Minimum Qualification Requirement:
  • 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: Ensures processes are in place to keep leadership informed of organizational updates or changes impacting programs and proactively identifying and solving operational issues. Monitor, evaluate and initiate corrective action on organizational reports, policies, procedures, and ensures accuracy formatting and meeting deadlines. Coordinates administrative documentation and workflow related to Human Resources activities to include developing and submission of action items. Using various office automation computer applications and administrative expertise to complete assignments. Highly organized and efficient to continually meet critical and challenging deadlines. Updating and revising policies and standard operating procedures as needed. Promotes professionalism, quality, outstanding customer service, coordination and follow-up. 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 degree or equivalent graduate degree; or, two full years of progressively higher level graduate education leading to such a degree; or, LL.B. or J.D., Or,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of GS-07 level specialized experience and only graduate-level education beyond the first year.
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/.

Additional 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.

Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

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

TheCareer 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 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/.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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.

Veterans Health Administration

OUR MISSION: To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?

North Florida/South Georgia Veterans Health System consists of 2 medical centers, 3 large multi-specialty outpatient clinics and 8 small community-based primary care outpatient clinics. The Malcom Randall VA Medical Center (VAMC) in Gainesville is a tertiary care facility that is also an active teaching hospital, with an extensive array of specialty services. The Malcom Randall VAMC combines a full range of patient care services with state-of-the-art technology that is enhanced and supported through education and research. Facilities include: Malcom Randall VAMC in Gainesville, Lake City VAMC and Jacksonville Navy VAMC. We also have 3 multi-specialty outpatient clinics in Jacksonville, Tallahassee, and The Villages, Florida, community-based outpatient clinics (CBOCs) in Lake City, Marianna, Middleburg, Ocala, Palatka, Perry, and St. Augustine, Florida; and St. Mary's, Valdosta, and Waycross, Georgia. The VA North Florida/South Georgia Veterans Health System is a part of the VISN 2 Southeast Health Network.

Agency contact information

Sally Jordan
Phone
813-816-7155 X100271
Email
Sally.Jordan@va.gov
Address
Malcom Randall Department of Veterans Affairs Medical Center
1601 Southwest Archer Road
Gainesville, FL 32608
US

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