What are the responsibilities and job description for the Administrative Specialist position at U.S. Department of Veterans Affairs?
Summary
The primary purpose of this position is to serve as an Administrative Specialist for Nursing Service. Reports to the Deputy Associate Director of Patient Care Services (ADPCS) and works closely with the Administrative Officer of Nursing Service. Incumbent is responsible for the following: personnel management - timekeeping - contract management - data analysis - and supplies management. As an Administrative Specialist for Nursing Service - performs additional DADPCS assigned administrative tasks.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/22/2026 . 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 level or higher 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 of administrative operations; established policies - practices - procedures - regulations - precedents - and guidelines that specifically pertain to the work; and as required - sources of factual data about matters relevant to assigned tasks sufficient to relate the needs of the service; and work independently on routine or continuing assignments. (This experience must be well documented in your resume or application package.)]. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Master's degree or 2 full years of progressively higher level graduate education or LL.B. or J.D. - if related leading to such a degree in a major field of study related to the work of the position which provided the knowledge - skills - and abilities necessary to perform the duties of this position. (NOTE: TRANSCRIPTS MUST BE SUBMITTED WITH THE APPLICATION MATERIALS. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) IS OK.). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond bachelors degree. [Note: To combine education and experience - first determine how much of the qualifying experience and education you have - as a percentage of what is required for each. Add the percentages together - and if the total is 100% or more - then the combined education and experience is qualifying for the position. EXAMPLE: To compute the percentage - divide your total months of qualifying experience by 12. Then divide your semester hours of education beyond the first 18 semester hours (i.e. beyond the first year) by 18. Add the two percentages together. The total percentage must equal at least 100% to qualify.] (NOTE: TRANSCRIPT(S) MUST BE SUBMITTED WITH APPLICATION MATERIAL. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPTS OK). You will be rated on the following Competencies for this position: Decision Making Reasoning Self Management Stress Tolerance Teamwork 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. 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/.
Duties
The primary purpose of this position is to serve as an Administrative Specialist for Nursing Service. Reports to the Deputy Associate Director of Patient Care Services (ADPCS) and works closely with the Administrative Officer of Nursing Service. Incumbent is responsible for the following: personnel management - timekeeping - contract management - data analysis - and supplies management. As an Administrative Specialist for Nursing Service - performs additional DADPCS assigned administrative tasks.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/22/2026 . 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 level or higher 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 of administrative operations; established policies - practices - procedures - regulations - precedents - and guidelines that specifically pertain to the work; and as required - sources of factual data about matters relevant to assigned tasks sufficient to relate the needs of the service; and work independently on routine or continuing assignments. (This experience must be well documented in your resume or application package.)]. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Master's degree or 2 full years of progressively higher level graduate education or LL.B. or J.D. - if related leading to such a degree in a major field of study related to the work of the position which provided the knowledge - skills - and abilities necessary to perform the duties of this position. (NOTE: TRANSCRIPTS MUST BE SUBMITTED WITH THE APPLICATION MATERIALS. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) IS OK.). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond bachelors degree. [Note: To combine education and experience - first determine how much of the qualifying experience and education you have - as a percentage of what is required for each. Add the percentages together - and if the total is 100% or more - then the combined education and experience is qualifying for the position. EXAMPLE: To compute the percentage - divide your total months of qualifying experience by 12. Then divide your semester hours of education beyond the first 18 semester hours (i.e. beyond the first year) by 18. Add the two percentages together. The total percentage must equal at least 100% to qualify.] (NOTE: TRANSCRIPT(S) MUST BE SUBMITTED WITH APPLICATION MATERIAL. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPTS OK). You will be rated on the following Competencies for this position: Decision Making Reasoning Self Management Stress Tolerance Teamwork 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. 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/.
Duties
- Major duties and responsibilities include: Incumbent is responsible for personnel related actions for Nursing Service Staff
- Duties include - but are not limited to - Human Resources (HR) SMART MSS entries - recruitment packet document preparation - performance appraisals - competencies - awards - ensuring all recruitment requirement sand deadlines are met - as well as maintaining up to date personnel related records and the tracking of employee advancements or promotions to ensure there are no delays in advancements or promotions processing
- Reviews position descriptions and functional statements for accuracy
- Additionally - as a liaison between HR and Nursing Service Staff - incumbent aids Nurse Managers and Nursing Service Staff with their HR related inquiries
- Responsible for USA Staffing recruitment actions - to include compiling all candidate documents for ADPCS review
- Contracting Officer Representative (COR) for Nursing Service - incumbent is responsible for initiating - preparing - and managing various contracts for Nursing Service
- this includes preparing contract procurement requests - evaluating proposals for work - ensures compliance with contracts as written in the PWS/SOW/Acquisition Strategy - ensures all contract procurement requests are submitted into the appropriate contract procurement system
- Exercises exclusive control of the DADPCS's calendar with complete authority for notifying appropriate staff officials of needed information and recommendations necessary for VACCHCS and DADPCS meetings
- Work Schedule: Full-Time - Monday - Friday - 8:00 am - 4:30 pm Telework: Ad-Hoc Virtual: This is not a virtual position
- Position Description/PD#: Administrative Specialist/PD02538O Functional Statement #: PD02538O Relocation/Recruitment Incentives: Not Authorized
Salary : $62,033 - $80,648