Administrative Officer

Full Job Description

The Administrative Officer is responsible for managing all administrative functions within the Pharmacy Service, including administration, human resources, budgeting and financial management, management and program analysis, office support services, document control, logistics, and various other administrative activities.

Additionally, they serve as a key advisor to the Pharmacy Service management team.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/03/2026.

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-11 position you must have served 52 weeks at the GS-09. For a GS-12 position you must have served 52 weeks at the GS-11.

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-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: performing administrative functions within the assigned clinical organization e.g., administration, human resources management, budget and/or finance, management and/or program analysis, office support services, document control, logistics, a variety of related administrative matters in support of a medical facility and advising management.

NOTE: 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.

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, 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M.

in a field related to this position that demonstrates 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 (only education in excess of 2 full years of progressively higher level graduate education will be considered).

GS-12: In addition to meeting time in grade requirements, you must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; and making space utilization recommendations.

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/.

Major Duties:

Duties of the Administrative Officer may include but not limited to: Performs budget administration functions.

Monitors, reviews and checks requests for allotment of funds from approved operation budgets. Monitors and tracks obligations and expenditures for base/mission support functions.

Utilizes knowledge of financial management policies, guidelines and best practices to provide overall budgeting and financial management for the service.

Independently prepares and maintains the annual budget plan for all service control points. Makes recommendations on obligations for salaries, travel, equipment, supplies, etc.

Serves as control point official with authority to obligate and verify fund expenditures (2237s and 1358s).

Ensures the monitoring of the environment of care of the service's clinical and administrative space. Provides administrative planning and oversight for a variety of special and continuing programs.

Responsible for coordinating and facilitating the function of all services, clinical and administrative, which interface with Pharmacy Service.

Prepares reports to topics including but not limited to: clinic utilization, clinical space utilization, access, equipment management, patient experience and process improvement.

Conducts studies, surveys and interviews to gather information necessary to formulate policies, procedures and strategies.

Collects, analyzes, interprets, advises on and presents data and and information for leadership decision-making in support of the Service's daily operations and long-term strategic planning.

Analyzes and reviews documentation procedures and controls, files, directives, forms, records control and disposal procedures and office automation.

Participant in strategic planning for the development and implementation of both long and short range policies and plans for the service, giving special consideration to the integration of local, VISN, and Central Office (CO) administrative and clinical policies, and the standards and requirements of various regulatory and accrediting bodies.

Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization.

Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status.

Participates in important administrative management planning and policy development affecting the Service. Serves in the capacity of Contracting Officer Representative (COR).

Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting processes from beginning to end. 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: Monday - Friday, 08:00AM to 04:30PM, but tours may vary depending on the needs of the service. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD13493A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized