Administrative Officer

Summary The Supervisory Administrative Officer (AO) for the Mental Health Care Line (MHCL) partners with the Chief of the Mental Health Care Line in personnel management, clinical operations and administration of mental health and related services to Veterans. Responsibilities The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati, OH and Fort Thomas, KY serving 15 counties in Southwest OH, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH. The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division. Major Duties: The AO/MHCL plans, develops, implements and evaluates the complex and multifaceted administrative program on his/her initiative. He/She is responsible for implementation of the management systems to ensure compliance with Veterans Administration Directives, state and federal administrative requirements and regulations. The incumbent directs the personnel management program for the Mental Health Care Line performing or overseeing human resources requirements. Provides personnel management and administration for the Mental Health Care Line with varied functions and activities with new and changing requirements. Directs the personnel management program for the office, including matters involving recruitment, promotions, awards, position classification, training, disciplinary actions, resignations, transfers, and retirements. He/she shares oversight responsibility with the Chief for performance appraisal and merit pay programs. Ensures that the office adheres to reporting requirements at all levels. Develops status reports or provides response materials for the manager for higher level attention, review or signature. Has "By direction" signature authority on documents which are of routine or perfunctory in nature. Directs development of all personnel documentation and of personnel actions. Provide expert advice to managers on Human Resource Management Service needs. Provides position management advice and recommendations to agency managers including providing advice on the distribution of workload among positions within the Care Line structure. Through direct and indirect supervision, incumbent oversees the daily operation of clinical administration for all program areas within the Mental Health Care Line which include activity at the Cincinnati Medical Center, Community Based Outpatient Clinics, Community Outreach Program, Norwood Lease Program and Ft. Thomas locations. S/he ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates. The incumbent gives advice, counsel, and instruction to employees on both work and administrative matters. The incumbent hears and resolves minor complaints from employees; may work toward resolution or refer group grievances and more serious unresolved complaints to a higher level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases. The incumbent interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. The incumbent carries out Equal Employment Opportunity policies and program activities. The incumbent is responsible for the overall coordination of supply procurement operation for the MHCL as well as for inventory management for the non-expendable equipment. The incumbent is authorized to review and approve all requests for supplies, equipment, services and other needs in accordance with established policies and procedures of the Fiscal Services. The AO/MHCL reviews the needs for core equipment, office equipment; and strategically plans and executes the purchases once the Equipment Committee sets the priorities. The incumbent will act as the primary Contracting Officer Representative (COR) in MHCL contracts. This will include major materials, services, and lease space contracts as they are identified. The incumbent will serve as the Project Manager for the MHCL lease space projects. The AO/MHCL oversees recruitments for Fee Service personnel, initiates appointment letters, fee schedule, and fee salary limitations. The AO/MHCL is responsible for Intergovernmental Personnel ACT (IPA) agreements with the affiliated medical school. Certain policies and procedures for setting up IPAs are critical since they require adherence to strict guidelines. The AO/MHCL manages procurement and contracting which may include preparing procurement requests, evaluating proposals for work, acting as a contact for procurements, and/or maintaining procurement and contracting records. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: Ad-hoc telework may be available at supervisor's discretion and in accordance with agency policy Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD935220 Requirements 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 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 ( Effective May 7, 2025, driver's licenses or state-issued dentification 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 or trial 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, 06/02/2026. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 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 and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; 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 policies including leave approval, timekeeping, authorized absence, Union guidelines, and other rules and regulations governing the supervision of the clerical staff. You will be rated on the following Competencies for this position: Administration and Management Conscientiousness Contracting/Procurement Creative Thinking 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 primarily sedentary, although some slight physical effort may be required. Work is typically performed in an adequately lighted and climate controlled office. Incumbent may be required to travel occasionally. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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.