Administrative Officer

Full Job Description

The incumbent serves as the Administrative Officer to the Executive Office.

In this position, the individual provides for a variety of complex administrative management services and related perspectives essential to the operation and direction of the Executive Office.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

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. 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-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 the full range of personnel management and administration for a small organization with varied functions and activities, acting as the liaison with Human Resources office concerning personnel-related matters, writing position descriptions, developing job analysis, preparing performance plans and appraisals, processing training requests, reviewing, analyzing and interpreting incoming requests, recommending appropriate actions or suggesting appropriate alternatives based on knowledge of internal operations, policies, budgetary constraints, and work priorities, managing procurement and contracting, and providing budgeting and financial management.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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 doctorate degree, or three (3) full years of progressively higher-level education leading to such a degree, or an LL.M., if related.

Such education must demonstrate the knowledge skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience, directly related to the work of the position as described above, and successfully completed graduate level education in excess of a master's or equivalent graduate education to meet the total requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Administration and Management Budget Administration Contracting/Procurement HR Information Systems 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/.

Major Duties:

Major duties include, but are not limited to: Directs the personnel management program for the organization, performing or overseeing a full range of human resource requirements.

Reviews, analyzes, and interprets incoming requests, recommends appropriate action, or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities.

Provides consultative advice to Director's Office staff, management, and program personnel on budgetary and finance related issues ensuring success.

Reviews financial reports and resolve discrepancies with the appropriate accounting staff.

Manages Medical Center Memorandums/Medical Center Policies for the organization including facilitating the approval of new or updated policies for the organization.

Oversees responsibility for the maintenance of a suspense tracking system, which assigns actions to services and staff for needed responses to the Network, VA Central Office, Congressional inquiries, and other interested stakeholders/parties.

Manages procurement and contracting for the Executive Office.

Prepares and reviews purchase orders for supplies and non-expendable property such as equipment necessary to the effective functioning of the Executive Office.

This position will be assigned supervisory responsibility for secretarial staff assigned to the Director's Office.

Work Schedule: Monday-Friday, 8:00am-4:30pm Compressed/Flexible: Supervisor's discretion Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD14239O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized