Veterans Affairs, Veterans Health Administration Administrative Officer (Community Based Outpatient Clinic) in Gaylord, Michigan

  • Duties



OUR MISSION: To fulfill President Lincoln's promise "To care for him who shall have borne the battle, and for his widow, and his orphan" - 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 care to Veterans?

The Department of Veterans Affairs (VA) needs employees who possess the energy, compassion, and commitment to serve those who served our Country. Whatever the job title, every position in VA will give you a chance to make a meaningful and personal contribution to the lives of truly special and deserving people - our Veterans. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities. Working for VA is one of the most emotionally satisfying and professionally rewarding ways to dedicate the best within you to your Country's service. If you are transitioning from the military or a Veteran already, we invite you to explore the benefits of continuing your career at the VA. The VA is committed to hiring Veterans.

The VA is much more than just another employer. It is an honorable, open and welcoming community of those who care. Gratitude is our motivation and service is our mission.

The VA has adopted Core Values and Characteristics that apply universally across the Department. The five Core Values define "who we are," our culture, and how we care for Veterans, their families and other beneficiaries.

The Values are Integrity, Commitment, Advocacy, Respect and Excellence ("I CARE").

Relocation Expenses: Relocation expenses are not authorized for this position.

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Incumbent serves as the Community-Based Outpatient Clinic (CBOC) Office Manager and is organizationally aligned under the Business Office. The incumbent oversees all administrative work performed at the CBOC including: eligibility, registration, referrals, coordination of referrals to other VA facilities and fee basis; contract work; ensures compliance with various accreditation organizations including but not limited to System-wide Ongoing Assessment and Review Strategy (SOARS), Joint Commission, Inspector General (IG), safety inspections, community wide and agency emergency management requirements. Incumbent is responsible for software program and outpatient clinic profiles used by the Clinic Appointment Management scheduling software package. Duties include but are not limited to:

  • Responsible for the overall administrative management of the CBOC and the Medical Support Assistants (MSA).
  • The incumbent will provide the necessary training and guidance to all relevant CBOC personnel including clinical and administrative staff to assure compliance with the National standards and requirements.
  • Monitors all assigned fund control functions to ensure accuracy of the balances; reconciles purchase card orders within the timeframes specified in applicable directives, utilizes running balance data, quarterly reports, and other databases to gather required information.
  • Acts as the Emergency Manager for the clinic and point of contact for unusual incidents occurring involving the welfare, injury, abuse of patients; loss of personal property, infractions of VA Medical Center (VAMC) rules, emergencies, community disasters and internal disasters to include; Emergency medical transfer, Code Orange, Code Green, phone system down, computer system down, no heat and or water etc. and must provide/create SOP (Standard Operating Procedure) for all. Work schedule:8:00 AM to 4:30 PM (Monday through Friday) Compressed/Flexible Schedule: Not Available Telework: Not Available Virtual: Not Available Position Description Title/PD#: / Administrative Officer, Community Based Outpatient Clinic (CBOC)/ 3665-A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not Required

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.

Travel Required

50% or less - Coverage for other Administrative Officers at other locations possible

Supervisory status


Promotion Potential


  • #### Job family (Series)

0341 Administrative Officer

  • Requirements


Conditions of Employment

**You must be a U.S. Citizen to apply for this job Designated and/or random drug testing may be required Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a one year probationary period Subject to background/security investigation

Physical Requirements:** The work requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items.

Selected applicants may be required to complete an online onboarding process.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement: 03/29/2018.

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 level. For a GS-07 you must have served 52 weeks at the GS-05 level. 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. 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.


Specialized Experience.Applicant must have least one (1) year equivalent to the next lower grade (GS-5), with responsibilities close to the work of this position that has given me the particular knowledge, skills, and abilities required to successfully perform the duties of a Administrative Officer. Examples of specialized experience for this position include: Ability to work with all disciplines and levels of staff. Good computer skills working with multiple software programs to include scheduling medical appointments in VISTA/VSE, FBCS (Non-VA Care Authorizations), ICB (Insurance Card Scanning/buffer), VetLink (check-in kiosks) and using electronic medical records program CPRS. Tasks should include: checking Veterans out after appointments, knowledge of Eligibility requirements, new patient registration and scheduling, consult management, and Recall Reminders, and document scanning (Vista Imaging Capture).


Education. 1 full year of graduate level education. OR Superior academic achievement.


Combination of Experience and Education.


Specialized Experience. Applicants must have one (1) year equivalent to the next lower grade (GS-7), with responsibilities close to the work of this position that has given me the particular knowledge, skills, and abilities required to successfully perform the duties of an Administrative Officer. Examples of specialized experience for this position include: Experience working with all disciplines and levels of staff. Exceptional computer skills working with multiple software programs to include scheduling medical appointments in VISTA/VSE and using electronic medical records program CPRS. Experience evaluating workload and determining staffing needs. Experience in maintaining detailed reports. Experience in using business purchase card and reconciling according to policies or directives. Experience in working with other departments/services within a medical facility to achieve effective processes. Experience pulling reports and analyzing data to identify problem areas. Experience in training medical administrative staff on directives, policies, regulations and laws. Experience with composing technical documents (i.e. reports, proposals, memoranda, letters, etc.)Utilizing management theories and principles, practices, methods and techniques, administrative and personnel practices, and procedures common to the organization.


Education. Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree. Education must demonstrate the knowledge, skills, and abilities necessary to do the work. (A COPY OF YOUR TRANSCRIPT MUST BE SUBMITTED WITH YOUR APPLICATION)


Combination of Experience and Education.

Reference:Classification & Qualifications General Schedule Qualifications Standard, Administrative Officer, Series 0341

You will be rated on the following Competencies for this position:

  1. Knowledge of clinical practices as they relate to scheduling, clinic creation, and maintenance.

  2. Knowledge of analytical and evaluative methods and how regulatory or enforcement programs are administered to select and apply appropriate program evaluation and measurement techniques in determining the extent of compliance with rules and regulations issued by the agency, or in measuring and evaluating program accomplishments.

  3. Skill in preparing appropriate reports to encourage understanding and acceptance of findings and recommendations.

  4. Ability to plan, set priorities, coordinate activities, and deal effectively with people at all levels of the organization.

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.


There is no educational substitution at this grade level.

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: . All education claimed by applicants will be verified by the appointing agency accordingly. 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.

Additional information

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 (have a final rating of 85 or more) for this vacancy. Information about CTAP eligibility is on OPM's Career Transition Resources website at .

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.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vetssite for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitionsdocument.

If you are unable to apply online view the following link for information regarding an Alternate Application.

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How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.


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.

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Background checks and security clearance
Security clearance


  • Required Documents


Required Documents

To apply for this position, you must provide a complete Application Package which includes (You must see the checklist below to determine if you are required to submit other documents required to determine your eligibility/qualifications for the position):

  • Resume

ARE YOU A CURRENT OR FORMER FEDERAL EMPLOYEE? If applying as a status candidate with current or former Federal Service, provide a copy of your most recent SF-50, "Notification of Personnel Action" showing you are/were in the competitive service and the highest grade or promotion potential held. 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

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to 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
  • DD-214
  • OF-306
  • Other
  • Other Veterans Document
  • Resume
  • SF-15
  • SF-50
  • Transcript
If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • Benefits



A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

  • How to Apply


How to Apply

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 03/29/2018 to receive consideration. To preview the questionnaire click

  1. To begin, click Apply Onlineto 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.
  2. Click Submit My Answersto submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USA JOBS account, , select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

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Agency contact information
Recruitment Helpline




Aleda E Lutz Department of Veterans Affairs Medical Center 1500 Weiss Street Saginaw, MI US

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Next steps

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. 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.

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  • Fair & Transparent
Fair & Transparent

The Federal hiring process is setup to be fair and transparent. Please read the following guidance.

Equal Employment Opportunity Policy

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

  • Equal Employment Opportunity (EEO) for federal employees & job applicants

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Reasonable Accommodation Policy

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:

  • An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
  • An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
  • An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.

Learn more about disability employment and reasonable accommodations or how to contact an agency.

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Legal and regulatory guidance
  • Financial suitability
  • Social security number request
  • Privacy Act
  • Signature and false statements
  • Selective Service
  • New employee probationary period

This job originated on For the full announcement and to apply, visit Only resumes submitted according to the instructions on the job announcement listed at will be considered.

Open & closing dates: 03/09/2018 to 03/29/2018

Salary: $41,635 to $65,778 per year

Pay scale & grade: GS 7 - 9

Work schedule: Full-Time

Appointment type: Permanent