Administrative Jobs in San Ramon, CA (NOW HIRING)

Summary
This developmental position is in the Northern California VA Health Care System (NCVAHCS), Benefits and Data Management Service (BDMS).
Directly assists the management of the organization. Performs key work in several vital functions or services such as management analysis, reports management, human resource management, and manpower utilization. Participates with management to address issues, resolve problems and provide recommendations for correcting or improving the organization.
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Duties
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Major duties include but not limited to:

• WORKFORCE/HUMAN RESOURCE MANAGEMENT: Analyzes mission, management objectives and organizational goals, to determine current and projected personnel needs and potential placement issues. Provides advice and assistance to management in such areas as; recruitment initiatives to replace loss of skilled employees, recruitment and hire lag problems, mission or workload expansion. Acquires a working knowledge of requirements and procedures to determine employee placements and to affect a variety of placement actions such as reassignments, realignments, non-competitive promotions, and details.
• Assists management in preparing draft position descriptions (PDs) to ensure the accuracy and adequacy of the PDs. Reviews new classification standards and explains the possible impact to management and to employees.
• Monitors, coordinate and track all on-going and projected personnel actions and continuously apprise management of status. Coordinates the preparation of all SF-52s (Request for Personnel Action) and enters actions in the automated application. Reviews all SF-50s (Notification of Personnel Action) for accuracy of information and to ensure proper execution of the personnel budget. Maintains files and documents on all personnel actions, and coordinates actions with appropriate staff or supervisor. Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions. Coordinates new employee experience to ensure computer access, initial trainings, and performance standards are in place.
• Conducts a variety of administrative information flow studies, administrative work processes reviews, procedural reviews, improvement studies, etc. to provide management with recommendations for insuring optimum utilization of available resources. Prepares briefing charts and auxiliary information to be used for presenting findings and recommendations. Coordinates results, develops plans for implementation, and insures that required changes are affected. Makes follow-up assessments of implementation of changes. Prepares and defends manpower requirements to include justification of current or requested spaces and grade level structures. Coordinates with a variety of staff in the performance of surveys to ensure validity of information and realistic identification of manpower requirements.
• Provides regulatory advice, guidance and assistance regarding authorized leave, work schedules, worker's compensation, awards, health and life insurance benefits and open seasons, on-the-job injuries, etc., based on past experience and in consultation with HR and other experts.
• ADMINISTRATIVE PROGRAM REQUIREMENTS: Plans, develops, and executes the organization's Administrative Management Program. Oversees a program that consists of a variety of functions that includes incoming/ outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Maintains comprehensive database(s) to provide information used in making organization decisions and in preparing reports. Assures that internal systems and procedures for carrying out the organization's administrative functions meet the requirements of balancing costs, benefits, productivity, and effectiveness.
• Budget Administration Functions: The incumbent performs as a Contract Officer Representative (COR) for contracts assigned. Develops proper requirements and ensures the contractors meet the commitments of their contracts, including the timeliness and delivery of quality goods and services as required by the contract.
• Performs all other duties as assigned.

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.
Work Schedule: Full-time, Monday - Friday, 8am - 4:30pm (Schedule is subject to change based on the needs of the Agency).
Compressed/Flexible: Not Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD109440
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
This position will close at 12:00am EST when either applicant count reaches 50 or the closing date
Requirements
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Conditions of employment

• 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 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 or trial 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, 09/08/2026.
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-9 position you must have served 52 weeks at the GS-7 level. For a GS-11 position you must have served 52 weeks at the GS-9 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. 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:
GS-9

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  
  • Analyze problems to identify significant factors, gather pertinent data, and recognize solutions;
  • Plan and organize work; and
  • Communicate effectively orally and in writing. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one of the following
  
  • Master's or equivalent graduate degree
  • Two full years of progressively higher level graduate education leading to such a degree
  • LL.B. or J.D., if related 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.

GS-11
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:

• Extensive knowledge and understanding of management principles, practices, methods and techniques, and skill in integrating management services with the general management of the organization.
• Knowledge and skill in applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related management matters to improve the efficiency and effectiveness of the operation
• Knowledge and understanding of human resource management principles and practices pertaining to personnel management, reorganization/realignment, organizational structure, staffing, position management, manpower utilization and training issues.
• Ability to monitor, coordinate and track all on-going and projected personnel actions and continuously apprise management of status.
• Thorough knowledge of the methods and procedures, mission requirements, program goals and objectives, regulations, pertinent laws, policies and precedents which govern the administrative operations of the organization. OR

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one of the following:

• Ph.D. or equivalent doctoral degree
• 3 full years of progressively higher level graduate education leading to such a degree
• LL.M., if related 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.
You will be rated on the following Competencies for this position:

• Administration and Management
• Budget Administration
• Computer Skills
• Human Resources Management
• Oral Communication

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: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines.
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/.
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/.
Additional information
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. Selected applicants may qualify for