Administrative Officer

Full Job Description

This position is for the Pharmacy Service.

The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility, and is responsible for advising the service management team.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/18/2026.

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-9. 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.

GS-11 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: include the same specialized experiences for the Full-Performance Level GS12 but would have been completed under closer supervision and with less subject matter mastery.

Examples include but are not limited to: experience with budget formulation, justification, and execution, financial management and financial reporting; internal and external department liaison; complaint resolution; employee leave management; managing organizational chart; enforces policies and regulatory guidance; development of employee training needs; responsible for records management; maintains administrative systems; distribution of work assignments to subordinate staff; responsible for role of Contracting Officer Representative; and supervise office and administration staff; OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a Ph.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree, or 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 Bachelor Degree.

GS-12 Specialized Experience: 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: Experience with administrative and monitoring of administrative support staff; Experience with budget formulation, justification, and execution, financial management and financial reporting; Internal and External department liaison; Complaint resolution; Budget/Financial Management; Employee leave management; Experience with Organizational Chart management; Enforces all policies and regulatory guidance; Development of employee training needs; Records Management; Maintains administrative systems; Experience with distributing work assignments to subordinate staff; Experience as a Contracting Officer Representative; Supervise office/administration staff.

You will be rated on the following Competencies for this position: Administration and Management Contracting/Procurement Financial Management Managing Human Resources 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 but requires some standing, walking, lifting and bending.

Pressures arise when deadlines must be met and unexpected work load demands are experienced. Interruptions occur frequently.

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 include, but are not limited to: Performs budget administration functions. Monitors, reviews, and checks requests for allotment of funds from approved operation budgets.

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

Incumbent independently prepares and maintains the annual budget plan for all service control points.

Through analysis of program goals, priorities, current resources and program data, the incumbent makes recommendations regarding the need for additional budgetary resources, contracts, and equipment.

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

The incumbent serves as the primary point of contact (POC) to these services and makes decisions regarding programs and projects as they relate to these areas.

Plans, develops, and executes assigned clinical service administrative management program needs.

Oversees 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.

Assures that internal systems and procedures for carrying out the clinical service organization's administrative functions meet the requirements of balancing costs, benefits, productivity, and effectiveness.

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.

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, change or decrease, merit promotion requirements/procedures, requirements and procedures to determine employee placements and to effect a variety of placement actions such as reassignments, reduction-in-force, realignments, non-competitive promotions, and details.

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.

Manages the organization Training program, assuring all employees are in full compliance with all mandatory training requirements. 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 process from beginning to end; including market research, statements of work (SOW).

The incumbent draws upon knowledge of contracting and acquisition procedures to draft and/or review contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements.

Provides advice to management and staff on contracting and procurement policies and issues. Functions in the capacity of Agency Government Purchase Card (GPC) holder.

Assigns work to staff and provides technical and policy direction to their efforts.

Reviews completed work of the staff and provides feedback to encourage top performance to enhance an atmosphere of teamwork in the Office.

Plans training and development with subordinate employees to assure they acquire and maintain both technical competencies in their fields and cross training in related fields.

Evaluates the work performance of subordinate staff members and recommends appropriate awards to enhance effective performance or takes action to deal with inadequate performance, through counseling, training, coaching and other means.

Is responsible for equal opportunity for all employees supervised, ensuring fair and equitable practices in the selection of employees for training, promotions, awards and recognition, and for other career development opportunities.

Tracks and processes action items, Veteran complaints/compliments, and reviews responses sent to Executive Leadership Team. Work Schedule: Monday - Friday 7:30 a.m. to 4:00 p.m.

work schedule, but work schedule may be adjusted to meet the needs of the service. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD13874A and PD13616A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required