Administrative Specialist

Summary This position is located within the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Mid-Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC), under the Health Administration Service Line, at the Fredericksburg VA Clinic. This position reports to reports to the Assistant Chief of Health Administration Service. Responsibilities The primary duties of this position is to function as the administrative process and policy expert for Health Administration Service at Fredericksburg VA Health Care Center. The Administrative Specialist serves to enhance patient care access, quality of care, and satisfaction. Duties included but not limited to the following: Serves as the Human Resources Subject Matter Expert and liaison on behalf of Health Administration Service at the Fredericksburg VA Health Care Center. Performs duties and functions as a liaison with the Human Resources department related to VHA's efforts to recruit and retain highly qualified professionals and support staff. The position has delegated responsibility and authority to oversee the overall communication for Human Resources processes in Diagnostic Imaging for Fredericksburg. Facilitates planning, direction, and timely execution of policy, training, education, recruitment, evaluation, and/or data and surveillance projects/programs pertaining to Human Resources Activities. Serves as an additional ADPAC for Health Administration Service at Fredericksburg VA Health Care Center with responsibility for the management of the computer applications designed specifically for automation of the Section. Serves as a Veterans Affairs Time and Attendance System (VATAS) timekeeper; Personal Identity Verification (PIV) sponsor; Talent Management System (TMS) Administrator, and key requester for the assigned Outpatient Administrative Support, Central Registration Unit, and Health Information Management sections at the Fredericksburg VA Health Care Center. Assists in the planning, review, and reporting of data/statistical results of program/project studies, performs analysis of the data, and generates a variety of reports, coordinates incoming data from a variety of sources, reviews documents and reports for omissions and inconsistencies, and ensures data entry is complete and accurate. Provides guidance to the Health Administration staff at Fredericksburg VA Clinic on policies, budget, operations, programs, and procedures in collaboration with the Administrative Officer. Performs word processing functions to produce memorandums, correspondence, and minutes of meetings. Participates in developing the annual budget formulation and the execution process. The duty of the Contracting Officer Representative (COR) is to ensure that the government receives all that it has bargained for. A COR must be appointed for Architecture and Engineer, construction, hazmat contracts exceeding $25,000, all healthcare contracts for services, and multi-year service contracts. The Contracting Officer (CO) must delegate authority to the COR Page 3 of 7 through an official delegation of authority letter which outlines the responsibilities and duties of the COR. The CO must conduct quarterly meetings with the COR to review mandatory reporting requirements, conduct Fiscal audits, review potential adjustments and funding justifications. CORs are subject to and must comply with all aspects of procurement integrity regulations related to disseminating contract information. Requests outside of the contacts listed should be referred to the Contracting Officer. The COR may represent the Program Office as the responsible party for developing procurement packages. CORs are the delegated business liaisons for the contract with other required personnel on station. CORs are required to be available to meet with and provide relevant contract information to station leadership in all phases of the acquisition process, from planning to administration to close out. Upon expiration of the contract, the electronic files shall be forwarded to the Contracting Officer. Training Documentation: The COR is responsible for completing the training for FAC-COR certification, VHA supplemental training, and any additional training based on the complexity of the contracts they administer. Copies of training documentation must be submitted to the assigned CO and the Facility COR Manager. A copy of current training and FAC-COR certification must be retained in each COR contract file. Performs other duties as assigned. Work Schedule: Monday-Friday 8:00 am - 4:30 pm Compressed/Flexible: AD-HOC Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD50271A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 10/09/2026. 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. 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-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: Expert knowledge and skill in the use the computer and a wide variety of software such as Word, Excel, Power Point, Outlook. Experience with producing letters, memorandums and data to prepare a variety of specific working documents and forms. Experience as a PIV sponsor, VATAS timekeeper, TMS Administrator, key quester. Ability to communicate verbally and in writing with medical and non-medical staff and the ability to present clear and concise documents, monitors quality assurance indicators and performs assigned audits. Reviews clinic stop/encounter/consult report paperwork and report and updates manuals on policies/ procedures/operations. to meet Joint Commission accreditation and Veterans Health Administration (VHA) Quality Assurance (QA) standards. Acts as the point of contact for equipment operation and assists in troubleshooting problems for patients and supporting program staff OR, Education: Successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B or J.D. in a related field of the position to be filled. Education at the graduate level must be obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Note: Transcripts must be submitted with application. Education cannot be credited without documentation OR, Combination: Equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. 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. 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. The 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 eligibility is on OPM's Career Transition Resources website at