DETAIL - Administrative Officer

Veterans Health Administration

White City, OR

JobSummary

This position is in the Office of Community Care. The Administrative Officer (AO) is responsible for managing the administrative activities and the administrative staff that perform them. This is being offered as a Detail only. The Detail may be extended in 120-day increments up to one year.

LowGrade

HighGrade

PromotionPotential

None

SubAgencyName

Veterans Health Administration - White City VA Medical Center

OrganizationCodes

VA/VATA

Relocation

False

HiringPath

fed-internal-search

MCOTags

TotalOpenings

AgencyMarketingStatement

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?

TravelCode

ApplyOnlineUrl

https://apply.usastaffing.gov/Application/Apply

DetailStatusUrl

https://apply.usastaffing.gov/Application/ApplicationStatus

MajorDuties

Major duties include but are not limited to: Plans, develops, coordinates, and directs program analysis of all components of Community Care. This includes responsibility for the independent preparation of reports, management briefings and other reporting systems required of the program. Reports typically include in-depth analysis of volume of patients served and demographic data of patients served by pulling raw data from corporate data warehouse (CDW), time study reports for efficiency in consult processes, wait times for capacity/access, staffing levels and progress, ongoing assigned projects from the Community Care chief including barriers and progress towards completion, and suspense data elements as required by outside inspecting bodies. Incumbent acts as the administrative lead for weekly metrics, all aspects of monitoring consults, wait times, deferred consults due to COVID 19, Community Care funding, internal and external customer service, medical records through e-Fax, Community care staffing, space and equipment, and MISSION Act implementation as it applies to Community Care. Other reports are produced, validated, and complied through various sources including VSSC, VISTA, CDW, ARC, VISN SharePoint, and national VACO offices. The frequency of ongoing reports is weekly and more in-depth tracking reports are at the request of the Community Care Chief or Executive leadership. Several reports are weekly, bi-weekly, monthly, and quarterly. The incumbent is responsible for: a cohesive team structure within CC; an environment of trust and collaboration; a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention, improve access and coordination of care; educate and empower Veterans and their families; enhance the customer experience with positive human interactions and therapeutic alliances; promote the coordination, continuity, and integration of care; demonstrates flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality; and builds customer confidence by professional dress and demeanor. The incumbent discusses, investigates, and responds to employee grievances to resolve conflicts. He/she represents management at labor management meetings, provides information, and resolves conflicts and/or issues that may arise. He/she assures management officials are familiar with the negotiated agreement. The incumbent listens to problems and concerns of assigned employees and helps when possible or secures the advice from Human Resources. He/she coordinates and participates in disciplinary actions and responds to appeals and grievances and attends hearings when requested. This may involve working with Human Resources, Special Counsel, Equal Employment Opportunity (EEO) Investigators, and others in resolving personnel problems and taking personnel actions. Provision and oversight of the community care annual budget, which includes budget formulation, justification, and execution, financial management, and financial reporting. Develops the need for and maintains an awareness of available resources and makes recommendations in collaboration with CC leadership. Responsible for full authority over many fund control points (FCPs). Provides advice to management and program personnel on budgetary and finance issues.Plays a vital role in developing and coordinating internal review systems to assure that both clinical and administrative activities follow agency and accrediting and regulatory requirements. Provides for full administration of reporting, evaluation, and community care requirements associated with the accreditation of the organization. Establishes procedures to meet unusual or unique standards assuring services provided meet nationally accepted standards, are at least equal to those available in the community and are maximally cost effective. Work Schedule: Full Time, 8-4:30 Monday-Friday. Changes with Sup approval. Compressed/Flexible: Available Telework: This position is not authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: DETAIL - Administrative Officer/PD90440-0 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized

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/.

Requirements

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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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)

Evaluations

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. Resume Reminder - Your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2007 to April 2008) Full-time or part-time status (include hours worked per week) Salary/Rank etc. Series and Grade, if applicable, for all Federal positions you have held References, current or recent supervisor Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. The experience stated in your resume must support your assessment responses. 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.

HowToApply

All 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 04/30/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12936848. 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. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ 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. 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.

WhatToExpectNext

Once 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. If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. 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.

RequiredDocuments

To apply for this position, you must provide a complete Application Package which includes: Supervisor Concurrance 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 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 Supervisor Concurrance Performance Appraisal Resume 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: Veterans preference does not apply to current, permanent Federal employees.

Benefits

BenefitsUrl

http://www.vacareers.va.gov/why-choose-va/benefits/index.asp

OtherInformation

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.

KeyRequirements

WithinArea

False

CommuteDistance

ServiceType

AnnouncementClosingType

AgencyContactEmail

Geoffrey.Geness@va.gov

AgencyContactPhone

541-826-2111 X4625

SecurityClearance

Not Required