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Job opening: Administrative Officer

Salary: $85 508 - 111 157 per year
City: Palo Alto
Published at: Aug 11 2023
Employment Type: Full-time
The incumbent serves as the Administrative Officer of the Dental Service at the VA Palo Alto Health Care System (VAPAHCS) in Palo Alto, CA and is under the direct supervision of the Chief of the Dental Service. The incumbent will assist the Chief of Dental Service in fulfilling the clinical, research, and teaching missions of the service, with the principle objective of optimal utilization of staff, space, equipment and operating funds.


Major duties includes but not limited to: Directs the administrative management activities of Dental Service, including interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and/or providing advice to management on related issues. Serves as the principal advisor on all administrative management matters associated with Dental Service programs and operation. Actively participates in strategic planning, program management, and program evaluation, and ensures that the clinical and administrative functions are integrated in order to provide optimum utilization of resources. Participates in management discussions, decisions, and policy-making, and provides program direction to both the clinical and administrative staff within Dental Service. Routinely identifies the customer's situation properly and performs the tasks required to resolve the customer's questions/issues accurately and in a timely manner. Follows up as necessary to ensure a satisfactory resolution. Consistently responds to customer requests for assistance promptly and in a friendly and professional manner. Listens to customer feedback, positive and/or negative, and acts to resolve matters/situations within his/her control. Serves as the ADP coordinator for the service. Coordinates the location of all terminals and printers throughout the service. Reviews all requests for menus, software, and hardware. Prepares or coordinates the preparation of managerial, financial, and statistical reports such as management briefings. Manages procurement and contracting for the service, including preparing procurement requests, evaluating proposals for work, serving as the COR for procurements, and/or maintaining procurement and contracting records. Responsible for monitoring, analyzing, and advising the Chief, Dental Service on OPPES and other productivity accounting issues. Primary liaison with the Union, American Federation of Government Employees (AFGE), Local 2110 and the Equal Employment Office (EEO). Recommends appropriate staffing levels and types of positions needed to provide cost effective manpower utilization. Directs the personnel management program for Dental Service, performing and overseeing the full range of human resources requirements. Reviews fund requests from staff to ensure adequacy, completeness, and conformance with procedural and technical requirements. Exercises fund control authority and establishes internal methods of control to ensure that funds are used according to the operation plan for the service. Recommends and determines the internal budget administration policies and procedures for Dental Service. Work Schedule: Monday to Friday; 8:00am to 4:30pm Telework: N/A Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD06788O Relocation/Recruitment Incentives: N/A Permanent Change of Station (PCS): N/A PCS Appraised Value Offer (AVO): N/A Financial Disclosure Report: Not required


  • You must be a U.S. Citizen to apply for this job
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/25/2023. 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-11 position you must have served 52 weeks at the GS-9. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Mastery of a wide range of qualitative and/or quantitative methods for development and management of a major administrative program for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems; a comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs; a knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; and the skill to plan organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied. 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 Ph.D. or equivalent doctoral degree or three (3) full years of progressively higher-level graduate education leading to such a degree or LL.M., if related, that provided the knowledge, skills, and abilities necessary to do the work of this position. 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 a master's degree to meet the requirements for the GS-11.. You will be rated on the following Competencies for this position: Administration and ManagementContracting/ProcurementCustomer ServiceFinancial ManagementHuman Resources Management 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 mostly sedentary, although there is some walking, bending, and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the ability to concentrate with frequent interruptions. The work necessitates daily physical presence at the duty station and the position is not suitable for telework. 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/.


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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.


  • Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
  • Name: Desiree Carter
  • Phone: 504-314-5492
  • Email: [email protected]


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