Administrative Officer

Summary This position is located in the Behavioral Health Service Line (BHSL) in the VA Pittsburgh Healthcare System (VAPHS) and reports to the BHSL Chief. The position provides administrative management including human resource staffing, grievance tracking and timeframes, preparation of position management, manpower utilization and organization, information and documentation systems, and the development of databases or spreadsheets to automate paper processes and analyze data within the service line. Responsibilities Duties are as followed but not limited to: Personnel Administration and Management: Assist with the full range of the BHSL human resources administration and provides information and assistance to managers and staff concerning Federal and VA/VHA/VAPHS personnel processes and procedures. Assists managers with writing position descriptions, developing job analyses, preparing performance appraisals and competencies, and developing KSAs (Knowledge, Skills & Abilities). Assists with orientation process for new staff. Provides orientation and training to new service line staff. Ensures all employees have mandatory training and maintains documentation and follow up to ensure compliance. Drafts the requests that are submitted to the Associate Director's Resource Committee for consideration. Helps to ensure the requests for personnel actions and justifications are properly prepared and do not conflict with published regulations or policies. Provides oversight to ensure timekeeping is maintained according to guidelines and verifies timely submission of time cards. Responsible for coordinating all award submissions for BHSL to include performance awards, on-the-spot and individual/group special contribution awards, the Federal Executive Board award nominations and assisting with and/or writing nominations for national awards. Helps to coordinates performance appraisal rating activities, professional practice evaluations and scopes, physician performance pay and compensation panels, assuring compliance with labor contracts and VA regulations. Tracks and submits yearly appraisals, including performance plans, competencies and awards for BHSL staff. Assures collection and aggregation of data related to competencies for annual reports. Program Performance Analysis: Assists with tracking data and analyzes quarterly and yearly results, to include trending across years, or designated time spans. Assists with developing a communication plan to effectively convey data resultant information to various individuals within BHSL as well as throughout VAPHS, the Western Market, and the multi-VISN TeleMental Health Hub. The Administrative Officer tracks training; and provides data to others who make recommendations to improve production or increase the quality of work within the area of authority. Assists in training staff to manage and present data; and acquiring the needed training and education for successful implementation of new processes and procedures. Ensures maintain and enter data into national or local databases, including VISN, NDNQI, and local databases, responsible for entering all data for service line. Reviews quarterly data provided by collecting agency for completeness and accuracy, submitting changes as required. Uses benchmarked data to compare service line performance to VA and private sector systems. Provides DSS Labor Mapping for all service line resources, in include employees, contracts, and equipment. Oversees the creation, modification, and maintenance of service line SOPs, safety documentation (COOP, DERP), email groups, meetings, and organization of the S:Drive and SharePoint sites. Coordinates all grid creation, modification, and inactivation requests and works with CPM and MSA leadership to ensure proper grid management. Works closely with leadership to implement and oversee process improvement projects. 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: M-F 7:30AM-4:00pm Compressed/Flexible: Not Authorized Telework: Per agency standards, telework may be approved Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD03551 and PD03550 Permanent Change of Station (PCS): Not Authorized Requirements 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 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 ( 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, 09/14/2026. 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-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: 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, but are not limited to: Examples of specialized experience would typically include, but are not limited to: assist with writing position descriptions, preparing performance appraisals and competencies, oversee orientation process, provide training to staff, coordinate performance awards, monitor reports, provide oversight for timekeeping, reviews performance measures, provides labor mapping, responds to grievances, manages employee relation matters and track and analyze data. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have superior academic achievement or a master's or equivalent graduate degree Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond. You may qualify based on your experience and/or education as described below for the 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, but are not limited to: Examples of specialized experience would typically include, but are not limited to: assist with writing position descriptions, preparing performance appraisals and competencies, oversee orientation process, provide training to staff, coordinate performance awards, monitor reports, provide oversight for timekeeping, reviews performance measures, provides labor mapping, responds to grievances, manages employee relation matters and track and analyze data. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have (2) full years of progressively higher level graduate education leading to such a degree or LL.B or J.D. if related.. Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at 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: 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: 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. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and 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